About Us
We are a fast-growing artificial intelligence technology company based in Ottawa, Ontario, dedicated to innovation and delivering high-quality solutions. Our team is passionate, dynamic, and collaborative, and we are looking for an experienced and highly organized Office Manager / Executive Support to support our headquarters' daily operations.Position OverviewAs the Office Manager / Executive Support, you will play a key role in ensuring the smooth day-to-day operations of our head office. You will manage office administration, coordinate facilities and vendor relationships, and provide direct support to our Senior Leadership Team.
Additionally, you will oversee the culinary program, ensuring the kitchen remains organized, stocked, and a welcoming space for employees.We’re looking for an organized, proactive, and resourceful professional who thrives in a fast-paced environment and has a passion for hospitality and workplace culture.Key ResponsibilitiesOffice Management & Operations
- Oversee the daily operations of the office, ensuring a well-organized, efficient, and productive workspace.
- Serve as the main point of contact for vendors, suppliers, and building management.
- Maintain office supplies, equipment, and inventory, ensuring everything is well-stocked and operational.
- Manage office layout, seating arrangements, and space planning to optimize workflow and collaboration.
- Ensure the office is organized and fully functional at the start of each workday.
- Oversee the coordination with the cleaning crew to maintain a well-kept office environment.
- Handle incoming and outgoing mail, couriers, and shipments.
- Implement and maintain office policies, procedures, and best practices.
Culinary Program & Kitchen Oversight
- Ensure the office kitchen is fully stocked with fresh snacks, beverages, and essentials.
- Manage relationships with food vendors, catering services, and grocery suppliers.
- Plan and coordinate weekly team meals, including ordering, setup, and cleanup.
- Maintain a clean, organized, and welcoming kitchen space, ensuring it meets health and safety standards.
- Assist in planning and executing special culinary events, such as team lunches, happy hours, and holiday celebrations.
- Support sustainability efforts by managing food waste, composting, and recycling initiatives.
Administrative Support
- Provide high-level administrative support to the Senior Leadership Team, including scheduling meetings, managing calendars, and coordinating travel arrangements.
- Prepare reports, presentations, and correspondence on behalf of executives where necessary.
- Organize company-wide meeting and support team-building activities.
Employee Support
- Act as the first point of contact for office-related matters.
- Support on-site onboarding and offboarding logistics for employees.
- Assist in fostering a strong work culture through engagement initiatives.
IT & Facilities Coordination
- Liaise with IT support to ensure all office technology, hardware, and software are functioning properly.
- Assist IT & Security to ensure office security, access cards, and safety compliance are maintained.
- Coordinate facility maintenance, repairs, and cleaning services.
Qualifications & Skills
- 5+ years of experience in office management, executive assistance, or administrative roles.
- Strong organizational and multitasking abilities with excellent attention to detail.
- Proactive and resourceful problem-solver with the ability to work independently.
- Experience managing food programs, catering, or kitchen operations is a plus.
- Excellent verbal and written communication skills.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook.
- Ability to maintain confidentiality and handle sensitive information with discretion.
- A positive, can-do attitude with a passion for supporting teams and improving workplace efficiency.
Why You’ll Love Being Part of Our Team:
- Competitive Compensation and Equity
- Flexible Work – Hybrid or Remote
- Comprehensive health benefits and wellness programs
- Professional development opportunities
- Flexible Time Off
- Company Matched Retirement Plans
- Unplug and recharge - 4 company-wide digital detox days annually
Equal Opportunity at MindBridge:At the heart of our global success lies commitment to diversity and inclusion. We rigorously enforce an equal opportunity policy in all aspects of employment, championing merit and qualifications as our benchmarks. MindBridge is a proud equal opportunity employer, embracing applicants of all backgrounds without regard to race, nationality, religion, gender, disability, or any other factors.At MindBridge, we are committed to providing an accessible candidate experience.
If you require accommodations during the interview process or beyond, please inform us. We will work with you to provide necessary support and reasonable accommodations while maintaining confidentiality. Your comfort and participation are paramount to us.Please be advised that we may use AI tools in the processing of your application.
