Administrative Assistant

Discover

The Opportunity

We are seeking a highly organized and proactive Administrative Assistant to support day-to-day operations across our facility and broader organization. This role is a key on-site point of contact for tenants, staff, and service providers, and plays an important part in keeping our workplace running smoothly, safely, and efficiently.

The ideal candidate enjoys juggling a variety of administrative responsibilities, thrives in a people-facing role, and brings strong attention to detail to systems, documentation, and coordination.

What you’ll do

Responsibilities

Facilities and Tenant Support

• Serve as the on-site administrative point of contact for all tenants at the facility
• Work closely with the Facilities Manager to support building operations and shared systems, including access control, badging, and shared space booking
• Coordinate and track coffee, kitchen, and office supply inventory and restocking
• Provide administrative oversight and coordination for contractors and service providers such as cleaning services and pest control
• Respond to and help resolve subtenant questions, requests, and facility-related issues

Safety and Operations Administration

• Organize fire drills and provide administrative support for facility-wide safety initiatives
• Coordinate safety and operations meetings, including scheduling, agenda support, minute taking, and circulation
• Create and maintain safety and operations signage throughout the facility
• Track and coordinate required annual inspections for the facility and shared equipment such as forklifts, sprinkler systems, fire alarms, and fire extinguishers
• Maintain inspection records, certifications, and related documentation in designated systems or shared drives
• Support Joint Occupational Health and Safety Committee members through accurate tracking and documentation

Time Tracking and Billing Support

• Track staff time spent on activities that are billable to subtenants and support reporting as required

Rayleigh Administrative Support

• Support company operations by coordinating and organizing internal events such as holiday parties and social gatherings
• Provide corporate document management and administrative support to the COO, HR, and Accounting teams, including organizing shared drives, maintaining records, and supporting audits or reviews as needed
• Provide administrative and coordination support for the safety program, including tracking safety certifications, coordinating PPE inspections, scheduling safety training, and maintaining related records

Executive Support

• Provide executive administrative support as needed, including calendar management, meeting coordination, and general administrative assistance

What you’ll need

Qualifications

• Proven experience in an administrative or office support role
• Strong organizational skills with the ability to manage multiple priorities and deadlines
• Excellent communication skills and a professional, approachable demeanor
• Comfortable working on-site and serving as a point of contact for tenants and service providers
• Strong attention to detail, particularly with documentation and record keeping
• Proficiency with common office tools such as Microsoft Office or Google Workspace
• Experience supporting facilities, safety programs, or multi-tenant environments is an asset

A little bit about us

Rayleigh Solar Tech

Here at Rayleigh, we’re commercializing the next generation of solar technology: flexible perovskite solar panels. Our company is united by our commitment to change the planet for the better. We push the boundaries of what’s possible, our passion for deep tech to solve hard engineering problems, our insatiable curiosity that forces us to ask questions, and our relentless drive for excellence in everything we touch.

Are you interested?

Work With Us

Diversity & Inclusion

At Rayleigh, we know that diversity makes a strong team. We encourage all qualified applicants to apply for this position, and we will never discriminate against race, ethnicity, gender identity, gender expression, sexual orientation, disability, religion, marital status or family status. Instead, we work to celebrate the things that make us unique and create an inclusive environment for all employees.

Don’t meet all the requirements outlined above but still find yourself excited about this position and Rayleigh’s mission? If you believe that you have the skills and experience to excel in this role, we would love to see your application!

• Competitive salaries commensurate with experience
• Health and dental coverage starting on your first day of work
• Incentives for active and public transport use
• A challenging and exciting work environment with a supportive team
• Free parking
• Free coffee