POSITION SUMMARY
Reporting to the Manager, Coworking and Facilities, the Office Administrator is responsible for the day-to-day function of AC facilities, being the face of the AC to all clients and visitors to our spaces, as well as providing executive assistance to our leadership team. The successful candidate will play a critical role in ensuring a thriving AC community, as well as ensuring that our facilities are well-maintained with an approach and attitude that represents the AC’s values of diversity and inclusivity.
KEY RESPONSIBILITIES
Facilities (75%)
Manage first impressions by being the first point of contact for guests and clients
Provide reception services at AC’s facilities, including processing mail, deliveries, and responding to inquiries
Assist partners, staff, and visitors with coordinating meeting room bookings and other facility amenities
Maintain the cleanliness and functionality of meeting rooms and common areas
Manage
facilities-related contracts and agreements, including meeting room rentals, coworking memberships, and renewals
Assist with onboarding clients and members into AC spaces, including:
Providing support in the contracting process, preparing physical space and onboarding new members, as well as maintaining contact records in HubSpot
Monitor stock and procuring office supplies
Coordinate security services, including facility access management
Assist with administering health and safety programs at our facilities, including coordinating fire drills and administering and maintaining first aid supplies
Maintain AC facilities and amenities, including arranging meeting rooms, moving and/or assembling furniture, and ensuring AC facilities are well-maintained, presentable, and ready for community members
Executive Assistance (25%)
Provide administrative & executive assistance to the executive leadership (CEO and COO), including calendar maintenance and triaging appointment requests from internal and external stakeholders
Professionally manage communications while honouring confidentiality
Coordination of travel arrangements, including accommodations and transportation
Prepare
meeting materials, agendas,
and catering
for the executive team
Support other projects or administrative requests from the executive team as required
QUALIFICATIONS & EXPERIENCE
Required:
Minimum of 1 year of work experience in an office administration or executive assistant capacity
Strong attention to detail and the ability to proactively manage both recurring and ad hoc requests
Proven ability to multitask and manage a portfolio of projects with changing priorities
Professional communication skills
Strong commitment to providing exceptional services to members and visitors, and a keen interest in taking ownership and accountability over our spaces.
An operational excellence mindset and willingness to take on new and challenging tasks with minimal supervision
Comfortable learning and using new digital tools to improve service delivery and efficiency
Able to lift up to 50 pounds
Preferred:
Experience or interest in working with startups/entrepreneurs is an asset
Experience with HubSpot
