Office Manager / Personal Assistant to the CEO

Job Description

Job Description

About the Company :

Northern Insights & Enablement Inc. is a boutique engineering and innovation firm specializing in business, engineering, and technology services.

We are a remote-first company with a fast-growing portfolio of high-profile clients in Canada and the UK. Our team is small, yet diverse bringing decades of experience in helping organizations in different parts of the world transform and improve their businesses.

Job Overview :

We are seeking a highly organized and proactive Office Manager / Personal Assistant to provide executive-level support to our dynamic CEO who frequently travels both domestically and internationally.

The ideal candidate will assist in both business operations and personal tasks, ensuring smooth daily operations for the CEO.

They will excel at multitasking, possess exceptional communication skills, and be capable of handling a wide range of business and personal tasks with discretion and efficiency.

Flexibility, adaptability, and professionalism are essential, along with the ability to problem solve and anticipate the CEO’s needs, manage an ever-evolving schedule, and prioritize tasks across different time zones.

Key Responsibilities :

• Executive Support :
• Manage the CEO’s calendar, scheduling meetings, appointments, and international travel across multiple time zones.
• Attend meetings and take minutes.
• Prepare agendas, materials, and presentations for executive meetings and ensure follow-ups.
• Act as a point of contact for the CEO, managing all incoming communications and prioritizing responses. Handle confidential and sensitive information with high levels of discretion.
• Coordinate with other team members and external stakeholders.
• Travel & Event Management :
• Organize international and domestic travel, including flights, hotels, transportation, activities and reservations.
• Ensure travel itineraries are seamless, accounting for time zone differences and key meetings.
• Provide remote support while the CEO is traveling to ensure smooth day-to-day operations.
• Plan and execute both business and personal events, including team meetings, client dinners, and private gatherings.
• Ensure all events run smoothly, coordinating logistics and details.
• Track and manage business event and travel-related expenses.
• Personal Assistance :
• Provide personal support to the CEO, including coordinating household affairs and personal appointments, and managing other confidential matters with discretion.
• Manage the CEO’s personal calendar and ensure balance between personal and professional commitments.
• Business Operations & Administrative Duties :
• Organize and manage email correspondence, prioritizing important matters for review.
• Assist in creating and editing presentations, reports, and other documents.
• Liaise with clients, consultants, vendors, contractors, and service providers for both personal and business needs.
• Develop standard operating processes and documentation.
• Assist in coordinating and managing special projects and initiatives as directed by the CEO.
• Financial Administration :
• Oversee expense reporting and assist with basic financial administration tasks, such as petty cash management, budget tracking, expense tracking and reimbursements.
• Ensure timely submission and approval of timesheets, expense reports, and other financial documents.
• HR Support & Onboarding :
• Assist with recruitment activities, including posting job listings, scheduling interviews, and onboarding new employees.
• Manage employee records and ensure compliance with company policies.
• Ensure that important documents and records are securely stored and accessible when needed.

Qualifications & Skills :

• Experience :
• Minimum of 10 years of experience in a similar role, preferably supporting C-level executives.
• Experience in working in a startup, lean organizational setup.
• Experience in handling international travel and supporting a CEO or executive managing multiple companies is highly desirable.
• Skills :
• Excellent organizational and time management skills.
• Ability to prioritize tasks and work under pressure with minimal supervision.
• Exceptional interpersonal skills.
• Strong verbal and written communication skills.
• Basic to intermediate accounting knowledge or working experience.
• Familiarity with SaaS-based financial accounting systems.
• High proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software tools.
• Ability to anticipate needs and proactively solve problems.
• Attributes :
• Discreet, with the ability to manage confidential information.
• Flexible and adaptable
• Proactive and resourceful, with a strong sense of initiative.
• High level of attention to detail.

Education :

Bachelor’s degree or Diploma in Business Administration, Communications or a related field is preferred but not mandatory.

Remuneration & Benefits :

• $40-50 CAD / hour commensurate with experience
• Opportunity to join the company on a full-time permanent basis
• Opportunities for professional growth and development
• Dynamic and collaborative work environment

Company Description

Northern Insights & Enablement Inc. is a boutique engineering and innovation firm specializing in business, engineering, and technology services.

We are a client-focused company with a growing roster of high-profile clients across Canada. Our diverse team brings decades of experience in helping organizations transform and optimize their operations.

We are currently looking for a Project Manager with a strong aviation background to lead and manage high-impact projects.

This role is based in Calgary and requires local / international travel.

Company Description

Northern Insights & Enablement Inc. is a boutique engineering and innovation firm specializing in business, engineering, and technology services.

We are a client-focused company with a growing roster of high-profile clients across Canada. Our diverse team brings decades of experience in helping organizations transform and optimize their operations.

We are currently looking for a Project Manager with a strong aviation background to lead and manage high-impact projects.

This role is based in Calgary and requires local / international travel.