Executive Assistant Office Manager

We’re looking for a highly organized and proactive Office Manager & Executive Assistant to support our CEO and keep our office running smoothly. This hybrid role combines office management, event coordination, and executive support—all in one fast-paced, dynamic environment.

As part of our People & Culture team, you’ll be the heartbeat of the office and a pillar of our organizational culture, shaping the day-to-day vibe of the office and championing the social glue that keeps our team connected. Whether it’s planning unforgettable team events, creating a warm and welcoming office environment, or helping the CEO stay ten steps ahead, you’ll play a central role in making our company an amazing place to work.

Office Management & Events Planning

• Oversee the smooth daily operations of our office space, ensuring a clean, organized, and fully stocked environment
• Welcome guests and candidates at the reception, creating a warm and professional first impression of Novisto
• Coordinate bi-monthly office lunches 
• Help organizing corporate events that build team spirit and company culture, from logistical planning to execution
  • Source venues, negotiate with vendors, and manage event budgets to deliver memorable and enjoyable experiences
• Liaise with vendors, suppliers, and building management to handle maintenance, deliveries, and improvements
• Manage office budgets and expenses related to supplies and services
• Prepare internal communications when needed
• Coordinate travel arrangements by working with hotels and airlines to ensure an efficient and cost-sensitive process, including marketing requests.
• Receive and sort mail and packages and help coordinate marketing send out requests for specific campaigns
• Pitch in wherever needed to support the team—whether it’s helping with an office task or jumping in to make a social event run seamlessly.

Executive Support

• Provide calendar management support to the CEO, ensuring meetings are efficiently scheduled, conflicts are minimized, and priorities are maintained
• Ensure the CEO is prepped and on time for all meetings and events, with all materials ready and any necessary context provided
• Prepare eloquent correspondence for the CEO with internal and external stakeholders
• Coordinate travel arrangements (flights, hotels, itineraries), both domestic and international, including last-minute changes

Job Requirements

• 2-3 years minimum of administrative, events or executive assistant experience - ideally in a fast-paced, high-growth environment
• Solid knowledge of Excel and Google Workspace
• Empathetic, authentic, social individual who is passionate about working with diverse people;
• Natural ability to build relationships;
• Adaptable, resourceful, and able to pivot quickly in response to changing priorities;
• Strong problem-solving skills;
• Excellent verbal and communication skills (Bilingualism French and English is a must);
• Superior work ethic and able to work independently and efficiently with cross-functional teams;
• Exceptional attention to detail and organizational skills.

What we offer

• Join an early stage, well-financed company;
• Advance Novisto’s purpose of contributing to the sustainability of the economy, environment, and society by empowering companies to make better decisions and disclosures through our ESG data management software;
• Generous health benefits (100% Insurance coverage & access to Dialogue's telemedicine app)
• 4 weeks of vacation 
• Stock option plan 
• Summer hours 
• Work from our beautiful office, in Old Montreal, close to downtown and steps away from a metro (subway) station