Executive Assistant & Office Manager

About The Company

Uptime Industrial is a leading provider of full-service industrial and commercial equipment repair, upgrades, installation and relocation across North America. As a service provider, our mission is simple - to keep our clients’ businesses running – 24 hours a day, 7 days a week, 365 days a year.

Our recent growth and continued success stems not only from being highly trained experts in our craft, but also from our most important values: integrity and innovation. These values are a big part of who we are and how we work. We are committed to always doing the right thing for the job, for our customer and most importantly, for our people and each other. To learn more about Uptime Industrial and the core values that shape our company today, visit https://www.uptimeindustrial.com/about/.

About The Role

Reporting to the CEO, the Executive Assistant & Office Manager provides high-level administrative and operational support to the CEO, Vice President, and Leadership team while supporting the day-to-day needs of the office. This diverse role is responsible for executive calendar and email management, travel coordination, reporting and research, office administration, IT and fleet coordination, employee setup, and Company events. As a trusted resource across the organization, you will manage competing priorities, handle confidential information with discretion, and take a proactive approach to keeping our Executives, office, and operations organized and running smoothly.

Executive & Administrative Support

• Provide comprehensive administrative support to the Leadership team, including arranging meetings, preparing and reconciling documents and notes, updating and distributing surveys, and creating reports, lists, and presentations;
• Manage the CEO’s calendar, including coordinating meetings, appointments, and scheduling priorities;
• Support the CEO with email filtering and review, identifying priority items and assisting with follow-up as required;
• Provide administrative and personal assistance to the CEO and Vice President, including coordinating and reconciling expenses and other requests;
• Coordinate travel arrangements for Executives and employees, including flights, hotel accommodations, ferry bookings, car rentals, and other travel requirements;
• Prepare reports and conduct research projects to support Business Development initiatives;
• Conduct research and obtain pricing on services, vendors, venues, and other business requirements to support planning and decision-making;
• Support ad hoc projects and provide additional administrative assistance as required.

Office & Operational Support

• Maintain the inventory of office essentials, including supplies, stationery, food, and beverages, and place orders as needed;
• Oversee the mailing, distribution, and pick-up of Company packages;
• Ensure the office is well kept and organized, including maintaining shared areas and coordinating necessary upkeep;
• Manage and monitor relationships with office vendors and service providers, including cleaners, pest control, and other contractors;
• Oversee contracts, permits, licences, and renewals related to office services to ensure requirements remain current;
• Provide Dispatch coverage during the day and for vacation, sick leave, and other absences as required;
• Serve as a secondary point of contact for employees and customers through the main office line, responding to inquiries, ensuring appropriate coverage, and accurately documenting and delegating requests to the appropriate parties.

IT, Fleet & Employee Setup

• Administer the Company phone plan and mobile devices, including coordinating new devices, replacements, changes, and maintaining accurate records;
• Coordinate the setup and maintenance of equipment and access for new and existing employees, including computers, cell phones, key fobs, alarm access, and business cards;
• Support the administration of the Company vehicle fleet, including maintaining records and coordinating administrative requirements;
• Prepare and maintain project and operational reports using Microsoft Excel, including pivot tables, VLOOKUP/XLOOKUP, and other functions as required;
• Coordinate with internal teams and external service providers to ensure employee equipment, technology, and access requirements are addressed in a timely manner.

Events & Employee Engagement

• Plan, coordinate, and facilitate Company events, including the Christmas Party, Golf Tournament, Town Halls, BBQs, team-building activities, Social Committee initiatives, and charitable partnerships;
• Assist with ordering custom merchandise and recognition items for Company events and milestones, including Service Awards and Red Seal celebrations;
• Collaborate with internal departments to create and distribute the quarterly Company newsletter.

What You Bring

The ideal candidate is highly organized, dependable, and genuinely enjoys helping others. They thrive in a fast-paced environment, take pride in producing high-quality work, and have a keen eye for detail. Approachable and adaptable, they build positive working relationships across the organization and are comfortable working both independently and collaboratively. They exercise sound judgment and discretion when handling confidential and sensitive information, take initiative, and are always willing to jump in where needed. Most importantly, they bring a positive attitude, enjoy variety, and are ready to take on new challenges while having some fun along the way!

Our Must Haves

• 3+ years of experience in executive and administrative support, preferably supporting senior leadership;
• Event coordination is considered an asset;
• Strong proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook), with advanced Excel skills including pivot tables and VLOOKUP/XLOOKUP;
• Strong commitment to attention to detail and adherence to established processes;
• Hold a valid Class 5 Driver’s License with a clean driver’s abstract;
• Ability to adapt quickly and apply strong problem solving skills;
• Available to work 9:00am-5:00pm in the office, with flexible hours for events.

Your Rewards

Our most important offering to anyone that joins the Uptime Industrial team is our culture of innovation, achievement, and ownership. We bring out the best in each other by constantly striving to be world class in all we do. These values are reflected in our Work, our Company, and our People.

At Uptime, we also offer a very competitive compensation structure that supplements your regular income with a robust benefits package:

• Salary: $55,000 to $65,000 per year
  • Please note - the listed salary is dependent on various factors, including market and individual qualifications objectively assessed during the interview process.
• Medical and Dental Coverage: Our industry leading benefits package covers you and your dependents at no cost
• Friends and Family Program: Early and exclusive access to our newly released projects
• Registered Retirement Savings Plan: A plan that helps you save for your retirement with employer matching

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