Senior Executive Assistant and Office Manager

Senior Executive Assistant and Office Manager

To drive continued success in this exciting clinical research field, we are seeking a highly organized, proactive Senior Executive Assistant and Office Manager to support the CEO and senior executive leadership team, and manage office operations at our Markham headquarters.

Executive Support and Administrative Coordination (50%)

• Directly report to the Chief Executive Officer and provide high-level administrative and operational support for daily operations, including setting up and coordinating meetings, managing scheduling conflicts, planning logistics for business activities, and other administrative duties such as expense reports.
• Act as a strategic partner to optimize the CEO and Executive’s time, focus and priorities.
• Serve as a point of contact for internal teams, external partners, service providers, and clients, ensuring professional and timely communication and follow-up.
• Coordinate domestic and international travel, including detailed itineraries, logistics, and contingency planning.
• Prepare executives for select meetings by compiling briefing materials, agendas, and relevant documentation.
• Support executive email management, including identifying priority communications, drafting responses, and maintaining follow‑up systems.
• Maintain strict confidentiality and professionalism in handling sensitive information.

Office Management and Operations (25%)

• Oversee daily office operations to maintain a professional, organized, and welcoming environment. On‑site presence at our Markham office is required at least 2 days a week. On‑site leadership for additional occasional office‑based events and guest visits is required (average 2-3/month).
• Act as the primary point of contact for office‑related inquiries and operational coordination.
• Ensure the Markham office is well‑maintained, organized, and professional for employees and visiting guests.
• Administer office expense tracking and management activities such as documenting and filing business invoices, updating invoice trackers, and coordinating with cross‑functional groups in expense reconciliation.
• Monitor and respond to general office inquiries (phone and shared inbox) in a timely manner.
• Plan and coordinate visits from clients, partners, and out‑of‑town guests with a high standard of hospitality.
• Identify opportunities to enhance office efficiency and employee experience.

Employee Engagement and Event Leadership (25%)

• Lead planning and execution of local and global employee events (in‑person and virtual), including all‑hands meetings, wellness initiatives, and social events working with senior leadership and cross‑functional leaders.
• Maintain the annual events calendar and proactively manage timelines and deliverables.
• Develop compelling internal communications and simple promotional materials (e.g., email banners, invitations, compile photos) for the employee engagement events.
• Conduct thorough quality reviews of venues, vendors and event deliverables (e.g., food, décor, giveaways, etc.) and oversee test runs.

Key Software Used

• Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams, SharePoint).
• Digital design tools (e.g., Canva).
• Survey and live engagement tools (e.g., SurveyMonkey, Vevox).
• AI productivity tools (e.g., Microsoft Copilot).
• Basic video editing tools (e.g., iMovie or equivalent).

Qualifications

• A bachelor’s degree in a related field such as business administration, communications, health sciences, etc.
• 5+ years of experience in a senior office support and executive administration role, supporting single or multiple senior leaders.
• Advanced proficiency in Microsoft Office Suite, including preparation of executive‑level presentations, administrative budgets, communications, and reporting materials.
• Professional maturity and executive presence, with the ability to interact confidently with senior stakeholders.
• Demonstrated track record of stability and interest in long‑term executive support roles.
• Exceptional organizational, coordination, prioritization, and time management skills with strong attention to detail.
• Discretion, professionalism, and sound business judgement and cost discipline.
• Exceptional interpersonal and relationship‑building skills.

Benefits & Compensation

We offer a robust benefits package to support your health, well‑being, and growth, including medical, dental, and vision coverage, life & AD&D insurance, short‑ and long‑term disability, tuition reimbursement, fitness reimbursement, employee assistance program (EAP), a pension plan, generous paid time off and sick leave, and the opportunity to earn a performance‑based bonus.

Estimated Salary Range: $60,000 - $90,000.

Equality, Diversity and Inclusion

Everest is committed to upholding the principles of dignity, independence, integration, and equal opportunity. We welcome and encourage applications from people with disabilities, and upon request we will provide accommodations for candidates participating in any part of our recruitment and selection process.

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