Executive Assistant/Office Manager

Job No: 105239
Location: West End, Ottawa

  • Exciting opportunity for a dedicated and experienced Executive Assistant/Office Manager!
  • Put your expertise to use in a dynamic and fast paced role.
  • A chance to work with innovative technologies!

About the Organization

Formed in 2003, Vocantas was founded with a mission to answer the call for intelligent and interactive voice response communication systems. Since then Vocantas has matured to a company that develops hosted and premise-based multi-modal communication solutions.

We are a small, high functioning team of just over 30 employees. Our communication solutions help organizations with complex scheduling environments and processes, and those in the higher education, utilities, healthcare, manufacturing, and customer service environments improve outreach and engagement while reducing operating costs. 

We contribute much of our success to our dedicated and hard-working staff. Our close-knit organization values providing a healthy life/work balance, with numerous events for staff throughout the year and flexible working hours we ensure that Vocantas is a place where you will enjoy coming to work every day!

For more info see: https://www.vocantas.com/

About the Opportunity

Vocantas currently has an exciting opportunity for an Executive Assistant/Office Manager to join our team in West End, Ottawa. 

Reporting directly to the CEO, this hands-on role will give you the opportunity to contribute to many different aspects of our business from overall business management to the hiring, training, and scheduling of staff members.

More specifically, you will be charged with providing excellent support to our team through the scheduling and administration of facilities, holidays, events, travel, high level business meetings, office security, and management.

Your responsibilities will include, but are not limited to: 

Executive Administration

  • Be the go-to person for the CEO while acting as the default point of contact between the executives, staff, and internal/external clients.
  • Proactively manage the CEO's correspondence and communications and redirecting as appropriate while ensuring a timely follow-up.
  • Research various items and topics as directed by the CEO and summarize findings for presentation as required.
  • Act as the CEO's right hand on internal issues in their absence.
  • Accountable for the efficient and effective daily operation of an innovative software development company.
  • Proactively manage meetings by scheduling, preparing meeting minutes as required, documenting action items, and ensuring timely follow up is completed.

Office Management

  • Manage the scheduling of meetings, conferences, and teleconferences for the executive office.
  • Manage company-wide, cost-effective travel planning and bookings and follow up expense claims with extreme attention to detail.
  • Provide administrative HR support using Bamboo HR.
  • Drive the recruiting process and work with managers to secure top talent.
  • Support and back up the bi-weekly payroll and year-end payroll through ADP, a third party payroll provider as required.

To qualify for this role, you will have a minimum of 5 years experience as an executive assistant in a tech environment and a high level of proficiency with office management systems and procedures. Knowledge of ADP or other 3rd party payroll software will be considered an asset.

Our ideal candidate will have exemplary planning, organizational and team management skills combined with a extreme attention to detail and a fluency in English (a fluency in French and/or Spanish as well is considered an asset).

Finally, you will be assertive, personable, enjoy working as part of a fast-paced team and have a passion for innovative technologies. As an expert communicator, you will be comfortable forming relationships with current team members and also outside third party potential donors. 

Please note that this is a full-time role with flexible hours dependent on the needs of the team.

About the Benefits

The successful candidate will be rewarded with excellent remuneration, dependent on experience.

In addition, Vocantas employees enjoy a wide range of excellent benefits, including:

  • Competitive medical, life insurance, and dental plan.
  • Employee education assistance as furthering relevant work-related education is supported.
  • Flexible working hours.
  • A well stocked office kitchen!

At Vocantas, we value the happiness of our team and host numerous social events over the year including bowling and hockey nights!

This is a unique opportunity to join the team of a thriving and dynamic tech company at an exciting time. Furthermore, you will enjoy being part of a working environment that promotes personal and professional growth in an atmosphere of trust, respect, and collaboration. 

If you believe you have what it takes to help our continued success, Apply Now!

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