Job Office Manager in Toronto

Red Nucleus is hiring an Office Manager/Executive Assistant to join our global team! This role is based out of our Toronto office.

Our purpose is advancing knowledge to improve lives. We succeed by being the premier provider of strategic learning and development, scientific advisory services, and medical communications solutions for the life sciences industry. Our global team is composed of nearly 700 full-time employees whose commitment to creativity, quality, and on-time delivery is unrivaled in our space. At Red Nucleus, we believe in providing a rich working environment that pushes us to innovate in ways that engages our employees to be their best selves. Our culture is about meaningful work, a true sense of community and fun. We love to celebrate our people and we are proud to have been Internationally recognized as a “Great Place to Work".

How You Will Contribute

In this position, you will be working with our Medical Communications team. For more information about our team, please visit MedComms | Red Nucleus.

The Office Manager/Executive Assistant organizes and coordinates MC1’s administration duties and office procedures, creating and maintaining a friendly work environment, and ensuring high levels of organizational effectiveness, communication, and safety. Supports assigned C-suite executives within the company and keeps them well informed of upcoming commitments and responsibilities. The Office Manager interacts with visitors, clients, vendors and employees and projects a welcoming, positive, proactive, and helpful presence. This is a position that requires the ability to handle confidential information and work three+ days a week in our office in Toronto downtown.

Responsibilities:

• Front desk duties:
  • Answer the phone
  • Welcome visitors and provide general assistance
  • Set up for meetings including catering and equipment
  • Manage domestic and international shipments
  • Distribute the internal mail
  • Maintain a tidy and organized office space
• Office management duties:
  • First point of contact for all office related issues
  • Organize the office operations, procedures, and layout
  • Liaise with facility management, vendors, including cleaners, caterers, and security services.
  • Maintain the office condition and arranging necessary repairs and supplies
  • Manage quotes and price negotiations with vendors
  • Order catering as and when needed (group or individuals)
  • Support on all company travel including conference registration, hotels, and flights
  • Assist in the onboarding of new hires and offboarding of employees
  • Assist with ad-hoc projects as assigned
  • Provide and manage access to the office for visitors and new hires
  • On call for any office security issues
  • Create requested ad-hoc communications and emails
  • Lead Social Committee and all company events (1+ per month) in-house and offsite such as Summer party, Holiday party, Quarterly reviews, Department events, etc.
  • Communicate and oversee charity and volunteer events
• Executive Assistant support to assigned C-Suite executives
  • Manage Executive Calendars
  • Maintain Executive appointment schedules by planning and scheduling meetings, events, conferences, and webinars
  • Book and assist with all travel requirements
  • Reconcile company card receipts and submit expenses to finance
  • Provide ad-hoc support and personal assistance as needed
  • Maintain a high degree of confidentiality with professional and personal calendars and any correspondence.
• General duties:
  • Support assigned executive staff with international marketing conferences including ordering items for booth, logistics and any ad-hoc requirements
  • Order and purchase for office as and when required, such as kitchen supplies, copyrights, equipment, office furniture, branded items, company gifts, subscriptions, etc.
  • Support Red Nucleus home office, IT and Finance team as and when needed with admin tasks
    

Education and Experience

Education

• Associate degree or equivalent experience

Experience

• 2+ years of experience managing a professional agency office
• Executive management experience preferred
• Supply management experience is a plus
• Experience coordinating an office move a plus

Skills & Abilities

• Friendly and welcoming demeanor
• Excellent interpersonal, verbal and written communication skills
• Solid time management skills
• Strong attention to detail
• Self-starter, able to work independently and follow direction
• High degree of collaboration
• High degree of motivation undaunted by rewarding hard work
• Ability to deliver within deadlines with a strong follow-through on projects and duties
• Excellent working knowledge of Microsoft products including Word, Excel, and PowerPoint
• Ability to manage multiple executive calendars
• Ability to handle and keep sensitive and confidential information
• Ability to multitask in a fast-paced environment
• Ability to lift up to 10 kg

What You Will Enjoy at Red Nucleus

• Competitive pay, incentives, retirement, and income security programs
• Comprehensive benefits and wellness programs focused on healthy lifestyles
• Generous paid time off, employee assistance programs and flexible work arrangements
• Performance driven environment including professional development and transfer opportunities
• People first culture fostering self expression, diversity, and a growth mindset
• Celebrations! We love to celebrate service anniversaries, holidays, diversity and inclusion events, project milestones and anything else that is meaningful to our employees
• Support of the community organizations you are passionate about
• Ongoing programs and events designed to bring our global team together

Diversity, equity and inclusion are valued at Red Nucleus and we believe we have a shared responsibility to provide equal opportunity and foster an inclusive spirit. We do not discriminate on the basis of race, color, national origin, religion, caste, sexual orientation, gender, age, marital status, veteran status, or disability status.

To learn more about working at Red Nucleus, please visit Careers | Red Nucleus.

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