So, what’s the opportunity?
To continue providing high-quality service and support to our clients, spark* is hiring an Executive Assistant and Office Manager.
The Ottawa based Executive Assistant and Office Manager manages administrative tasks for the CEO, broader Management Team and full spark* team. They would be an essential team player reporting directly to the CEO. This person will play a critical role in ensuring the CEO, Management Team and broader team are supported, and that the office is run efficiently; with care and attention to detail.
The ideal candidate thrives in a fast-paced environment and is comfortable juggling multiple priorities while maintaining a calm and professional demeanour. The role requires a combination of in-office and remote work, with a minimum in-office attendance of approximately three days per week, but it could be more or less some weeks, depending on business needs.
The responsibilities related to this position include, but are not limited to:
Provide executive support to the CEO and broader Management Team, including coordinating meetings, arranging travel, and assisting with other administrative and client needs;
Joining meetings, documenting discussions and ensuring there is appropriate action taken or delegated;
Oversee office operations, including managing vendor relationships and facility needs to ensure a productive workspace;
Maintain a well-organized office environment, ensuring supplies and equipment are in excellent condition, the office is clean and well stocked with supplies;
Lead the planning of in-person and virtual events related to hosting meetings or client events;
Coordinate with vendors and service providers for office needs, including IT, cleaning services, and office supplies;
Assist with planning and coordinating internal team activities, social events, and team-building initiatives to foster a collaborative and positive work culture;
Handle basic finance tasks such as expense reporting and cheque deposits;
Contribute to the onboarding of new employees, including orientation and providing office tours;
Support the hiring process by posting jobs, helping to scheduling interviews and tracking candidates’
Assist with administrative human resources tasks such as maintaining databases of staff information, benefits management, and extended leave coordination;
Manage incoming and outgoing communications, including mail and phone inquiries;
Develop and implement office policies and procedures to enhance efficiency and support improvements when needed;
Provide administrative support across the organization to ensure smooth day-to-day operations.