Executive Administrative Assistant

Executive Assistant / Office Manager

At Rates.ca Group Ltd., our mission is to help Canadians make better insurance and money decisions. We are Canada's largest digital acquisition platform for insurance and money. Our family of search and compare websites attracts over 6 million Canadians every year.

Opportunity...

We are looking for a highly organized Executive Assistant / Office Manager to support the President/CEO and the CFO, and to own the day-to-day running of our 85-person office. You must be results oriented, hold high standards, and be able to prioritize effectively. Your success will have an immediate impact on our business and how we operate.

What the role is all about...

You will operate at the highest levels of the organization, acting as the first point of contact and resourcing.

Executive Support to CEO and CFO

• Proactively manage calendars, coordinate meetings (agendas, catering, as required), and plan travel and business trips with professionalism and accuracy
• Monitor an inbox to manage meeting proposals, action items, and delegated inquiries
• Prepare spreadsheets, correspondence, and presentation materials for high-level use
• Manage expenses
• Participate in ad hoc projects, committees, and meetings as required

Office Management

• Own the daily condition of the office: tidy, organized, and presentable at all times, including common areas, kitchen, and workstations
• Manage the nightly cleaning contractor: set expectations, inspect results each morning, and resolve lapses immediately
• Manage meeting room bookings, setup, and upkeep so rooms are clean and ready
• Serve as the main contact for the landlord and building management on maintenance, access, and other needs
• Manage vendor relationships, including scheduling, quality control, and invoice review
• Order and stock office supplies and kitchen items (coffee, fruit, snacks) within budget
• Spot and fix issues proactively, before staff have to raise them
• Lead the Social and the Health and Safety Committees

You will quickly become an indispensable part of the executives' day and keep the office running smoothly.

What we hope you will bring...

• College or university degree in Business Administration is an asset
• 1-3 years supporting a CEO or C-level executives
• Experience with LLMs (e.g. ChatGPT, Claude etc.) to turn around presentations calendar management and other tasks more timely and effectively
• Proven client service skills
• Ability to multi-task and prioritize in a busy, deadline-driven environment
• Forward-thinking mindset; you anticipate next steps
• A strong eye for detail and high standards for workplace presentation
• Comfort holding vendors accountable to those standards
• Event planning experience
• PowerPoint, [Netsuite, Banking portal], and Excel expertise