Office Manager/Executive Assistant

Xenon Inc - Burnaby, BC (30+ days ago)

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We are seeking an Office Manager/Executive Assistant to join our team. As our Office Manager/Executive Assistant, you will lead and contribute to an office environment that parallels our company culture and values. The ideal candidate will be a service-driven, energetic individual with a can-do attitude who thrives on fostering a sense of community and great office experience for our employees and guests. This role calls for an individual who loves varied work and has an aptitude for implementing process. This is a unique and rewarding opportunity that allows the successful candidate to participate in various initiatives that contribute to the growth of our organization. The successful candidate will be someone who enjoys challenges and working with a variety of individuals. Reporting to the President & Chief Financial Officer, this role will provide direct administrative support for the CFO and the various functions he oversees (Legal, Finance, HR, Operations etc.).

RESPONSIBILITIES:
Office Manager

Actively set the tone and standard for excellent and consistent administrative services across the company
Propose, lead and/or act as team member for projects related to process optimization and efficiencies (e.g. Travel Management Platform, Expense Management, reception automation)
Coordinate regular meetings for administrative staff across the company to ensure consistent policies, processes and systems implementations among departments
Collaborate with the G&A functions to create and maintain guidance documents that standardize office and administrative procedures (e.g. travel policy, expense policy, conference tracking etc.)
Work collaboratively on cross functional teams on various initiatives (e.g. office space renovations, impact of office environment relating to wellness initiatives)
Coordinate physical office space, including space planning, repairs, desk moves etc. in conjunction with applicable stakeholders such as Facilities, HR, and hiring managers
Actively participate (and lead, where applicable) in the planning and execution of company events
Support day to day operations and programs of G&A departments as an extension of their functions, where applicable
Act as a key point of contact for office/administrative related inquiries and proactively identifying and referring to appropriate department/individual; act as primary point of contact for Xenon’s other offices, where applicable
Manage office supplies budget and office services vendors
Coordinate administrative support staff activities to ensure maximum efficiency and productivity
Oversee and/or mentor other administrative staff, as applicable

Executive Assistant to the President & CFO

Respond to numerous internal and external inquiries, proactively identifying and referring to appropriate Executive or Senior Manager
Prepare presentation materials, including compilation of various departmental submissions, and review same for consistent language/formatting prior to submission to President & CFO for final approval
Prepare and coordinate travel arrangements and meeting itineraries
Organize and schedule internal and external teleconferences, video conferences and meetings including contacting participants, booking rooms, ordering/purchasing food and refreshments, and cleaning up meeting rooms afterward as required
Prepare and reconcile expense account claims within Corporate guidelines
Maintain/review calendars, electronic address books and email
Provide administrative support for the CFO’s direct reports and teams as required
Liaise and work collaboratively with Executive Assistants and other administrative staff to handle requests and queries
Vacation coverage for other administrative staff as applicable

General

Ensure that own behaviour is consistent with business practices and align with the core values of our organization
Establish and maintain positive working relationships with others, both internally and externally and conduct all behavior in a professional and service-oriented manner, focusing on eliminating the administrative burden of others
Assess problem situations to identify causes, gather and process relevant information, generate possible solutions, and make recommendations for resolution
Anticipate, understand and respond to the needs of internal and external stakeholders to meet or exceed their expectations within organizational parameters
Other duties as required

QUALIFICATIONS:
Minimum 5 years in a Senior/Executive Assistant capacity; preferably at least 5 years previous experience in office management
Excellent customer service skills, handling requests and inquiries in a professional, diplomatic, tactful and service-driven manner
Friendly and approachable demeanor with a positive “can-do” attitude (no task is too big or small!)
A self-starter who displays a strong desire to take initiative and has a proven ability of being resourceful
Strong interpersonal skills focusing on developing long-term relationships to facilitate work efforts, alignment, and collaboration
Strong verbal and written communication skills; being able to present information and ideas to diverse groups, simplifying often complex and lengthy matters
Flexibility to work within constantly changing priorities and being able to prioritize responsibilities accordingly to meet deadlines
Strong analytical skills, identifying issues and resolving problems in a timely manner using creativity and sound judgment
Outstanding organizational and project management skills
Being able to work independently and as part of a team in a fast-paced environment
High standard of ethics, confidentiality and diplomacy in handling of sensitive information
Meticulous eye for detail
Proficient computer skills and in-depth knowledge of MS Word, Excel, Power Point, Gmail and Google Calendar
Proven leadership and office management experience
Experience supporting multiple departments and/or Executives

To apply for this position, please e-mail your resume and cover letter to careers@xenon-pharma.com and include “Office Manager/Executive Assistant” in the subject line. All attachments must be saved as one file and be named: “Your Full Name – Office Manager/Executive Assistant.” We thank all applicants for their interest; however, due to the volume of applicants, only those chosen for interview will be contacted.