EXECUTIVE ASSISTANT/OFFICE MANAGER

Job summary

The Executive Assistant/Office Manager provides high-level administrative support to the leadership team while managing the daily operations and physical environment of the office. Responsibilities include calendar management, meeting coordination, vendor relations, invoice processing, and maintaining organized corporate records.

Job details

EXECUTIVE ASSISTANT/OFFICE MANAGER Champagne Centre is seeking an experienced Executive Assistant/Office Manager to provide high-level administrative support to the executives and leadership team while taking ownership of the day-to-day administration and organization of the office. This is a dual-function role combining executive-level administrative support with hands-on office management. The successful candidate will be equally comfortable managing complex calendars and coordinating executive meetings as they are managing vendors, ordering supplies, processing invoices, organizing office services and ensuring the office operates efficiently and professionally. Champagne Centre is a professional medical centre providing a welcoming, well-organized environment for patients, healthcare professionals, tenants and visitors. The Centre is owned by BST Canada, a growing real estate investment and development company with an entrepreneurial, hands-on approach to creating value across its portfolio. This role offers the opportunity to work in a professional, people-focused environment with responsibility for both executive administration and the day-to-day coordination and operation of the Centre and office. The successful candidate will interact with senior leadership, healthcare professionals, tenants, service providers, vendors and other business partners. Why Join Champagne Centre? Join a growing organization supported by an international group with a 50-year legacy, while working closely with a collaborative and entrepreneurial Canadian team. This is a highly visible role with broad responsibility and the opportunity to work closely with senior leadership and a wide range of internal and external stakeholders. For someone who enjoys being organized, taking ownership and keeping people, information and priorities moving forward, this is an opportunity to make a visible contribution every day. About the Career Opportunity The Executive Assistant/Office Manager will provide executive, administrative and office management support across the organization. Executive Assistant and Leadership Support Manage and maintain executive calendars and schedules, including prioritizing competing requirements and resolving scheduling conflicts Coordinate internal and external meetings, appointments, conference calls and other commitments Prepare meeting agendas, presentations, briefing materials and supporting documentation Coordinate travel arrangements, accommodations, transportation and reservations as required Prepare correspondence, letters, memos, emails and other communications Manage incoming and outgoing phone and email communication Anticipate administrative requirements and proactively address scheduling and organizational needs Provide administrative support to the senior leadership team, as required Meeting Management & Follow-Through Coordinate leadership meetings, including meeting rooms, technology, refreshments, materials and logistics Attend meetings as required and prepare accurate meeting minutes Document decisions, action items, responsibilities and deadlines Communicate required follow-up to relevant parties Track outstanding action items and deliverables and follow up to support completion Maintain organized records of meeting materials, minutes, decisions and action items Office Management & Administration Manage the day-to-day administration of the office and ensure it operates efficiently and professionally Manage office supplies, equipment, service providers and administrative requirements Order, track and maintain office supplies and other office resources Coordinate incoming and outgoing mail, courier deliveries and packages Coordinate office repairs, maintenance and other building or workplace requirements Maintain office-related service agreements and supporting documentation Identify administrative needs and coordinate practical solutions Vendor, Invoice & Business Support Manage relationships and routine administrative communication with office vendors and service providers Coordinate service agreements, invoices, documentation and other administrative requirements Process and enter invoices and maintain supporting documentation Assist with cheque preparation and payment administration Track service agreements, invoices, expenses and other administrative financial information Maintain spreadsheets, reports, schedules and administrative records Provide information and documentation required by Accounting Provide administrative support to corporate initiatives, projects and other departments as required Information & Records Management Maintain organized electronic and physical records and files Organize reports, correspondence, agreements, meeting materials and corporate documentation Ensure information is appropriately stored, accessible and distributed in a timely manner Handle confidential information with discretion What You Bring Post-secondary education in Business Administration, Office Administration or a related discipline preferred 7+ years of experience in an Executive Assistant, Office Manager, Executive Administrator or similar role Experience supporting senior executives in a professional business environment Strong experience managing complex calendars, meetings, correspondence and confidential information Experience preparing meeting agendas, minutes, action items and follow-up Experience managing vendors, service providers, invoices, office supplies and administrative processes Strong proficiency in Microsoft Office, including Outlook, Word, Excel and PowerPoint Exceptional organization and attention to detail Strong written and verbal communication skills Ability to manage competing priorities, changing requirements and multiple administrative responsibilities Ability to work independently, exercise discretion and take ownership of responsibilities Professional, approachable and service-oriented Ability to demonstrate respect for colleagues, service providers and stakeholders Ability to be transparency, accountable and bring an ownership mindset Ability to take initiative, follow through on commitments and proactively addresses issues Ability to demonstrate a commitment to continuous growth, learning and professional development Strong communication and relationship-building skills, with the ability to collaborate effectively across internal teams, property management providers and external advisors Intellectual curiosity, adaptability and a demonstrated commitment to continuous improvement and high-quality work Why This Opportunity? Competitive compensation and rewards — attractive salary, performance incentives, comprehensive benefits and a competitive total rewards package. A role with real responsibility and visibility — provide high-level administrative support to the executive and leadership teams while taking ownership of the administrative operations, meetings, vendors and office services that keep the organization running effectively. Make a measurable impact — bring structure, organization and follow-through to a growing organization, helping keep people, information and priorities moving forward. Grow with a scaling organization — increasing responsibility and professional development opportunities as the portfolio and organization continue to expand. Be part of a collaborative culture — where respect, collaboration, transparency, ownership and growth shape how we work, and every team member is encouraged to contribute ideas and make a meaningful impact. Ready to Make an Impact? If you are an experienced Executive Assistant or Office Manager who enjoys being organized, staying ahead of priorities and making things happen, we want to hear from you. Please submit a resume along with salary expectations for consideration. We thank all applicants for their interest; however, only those selected for an interview will be contacted. Apply Today For A Rewarding Career Tomorrow. Champagne Centre is an equal opportunity employer committed to fostering an inclusive, equitable and accessible workplace where every team member feels valued, respected and supported, with opportunities to reach their full potential. Applications are welcomed from individuals of all backgrounds. Should accommodation be required at any stage of the recruitment process, Champagne Centre will work with candidates to meet their needs.

What you’ll do

The Executive Assistant/Office Manager provides high-level administrative support to the leadership team while managing the daily operations and physical environment of the office. Responsibilities include calendar management, meeting coordination, vendor relations, invoice processing, and maintaining organized corporate records.

Requirements

Candidates should have 7+ years of experience in an executive or office administration role and possess strong proficiency in Microsoft Office. A post-secondary education in Business or Office Administration is preferred, along with exceptional organizational and communication skills.

Benefits

• Competitive compensation • Performance incentives • Comprehensive benefits • Total rewards package

Listed skills

• Time management · Preferred
• Problem solving · Preferred
• Organization · Preferred
• Administrative Support · Preferred
• Attention to detail · Preferred
• Communication · Preferred
• Microsoft Office · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Executive support
• Office management
• Calendar management
• Meeting coordination
• Vendor management
• Invoice processing
• Records management
• Microsoft Office
• Communication
• Attention to detail
• Problem solving
• Time management
• Confidentiality
• Administrative support
• Organization

Job areas

• Administrative
• Management & Leadership
• Finance & Accounting
• Sales