- Company Name
- Bioptimus
- Job Title
- Office Manager
- Job Description
-
**Job Title:** Office Manager / Workplace Operations Specialist
**Role Summary:**
Dynamic professional responsible for overseeing physical and digital office environments, providing executive assistance to the Executive Committee, managing community and cultural initiatives, and supporting cross‑functional operational needs. Acts as the central liaison ensuring seamless employee experience and efficient leadership operations.
**Expectations:**
- Proactive, anticipatory approach to needs.
- High level of organization and ability to handle multiple priorities.
- Discreet handling of confidential information.
- Strong interpersonal skills to build community and foster culture.
- Ability to thrive under pressure in a fast‑growth, tech‑driven setting.
**Key Responsibilities:**
- Manage complex executive calendars, schedule meetings across time zones, coordinate agendas, materials, and follow‑ups.
- Arrange travel, itineraries, and off‑site logistics for senior leadership.
- Oversee office operations: supplies, access control, meeting rooms, vendor relations, equipment, and workspace setup.
- Maintain digital workspace (Notion, Google Drive) – organize documentation, directories, templates, and ensure accessibility.
- Serve as primary point of contact for daily employee queries and visitor experience.
- Plan and execute internal events (team gatherings, all‑hands, workshops, celebrations) and company off‑sites.
- Coordinate external corporate events, conferences, webinars, and partner visits.
- Manage onboarding logistics, welcome packs, workstation setup, and Day‑1 schedules.
- Support payroll coordination, holiday tracking, and employee lifecycle documentation.
- Order and distribute company merchandise.
- Assist Operations, People, Finance, and Marketing with logistics, trackers, and workflow documentation during high‑velocity periods.
- Draft internal announcements and event‑related communications.
**Required Skills:**
- 4–6 years experience in executive assistance, office management, operations, hospitality, people ops, or community management.
- Expert calendar and logistics management for senior executives.
- Proficiency with Google Workspace, Notion, and structured digital organization.
- Excellent written and verbal communication in English and French.
- Strong community‑building and event‑planning abilities.
- Creative problem‑solving; basic design skills (Figma, Canva, Keynote) a plus.
- High degree of professionalism, discretion, and reliability.
**Required Education & Certifications:**
- Bachelor’s degree or equivalent work experience in business administration, communications, or related field.
- Relevant certifications (e.g., Certified Administrative Professional) optional but valued.