Public Inc.

Public is a leading social impact agency. We are a 35-person strong team in Toronto and NYC made up of researchers, strategists, creatives, communications experts, digital, and social talent united by a common goal of creating large-scale social and sustainable impact. 

Public Inc. Toronto, ON, Canada
Oct 22, 2019
Mid-Career (3-8 years)
Position: Office Manager & Executive Assistant   Public is a leading social impact agency. We are a 35-person strong team in Toronto and NYC made up of researchers, strategists, creatives, communications experts, digital, and social talent united by a common goal of creating large-scale social and sustainable impact.    We are looking for an experienced Office Manager & Executive Assistant.   In this role, you will be responsible for supporting our Co-Founder and CEO as well as being a dynamic Office Manager to support our growing team. You must possess a sense of urgency and diplomacy in everything you do, be personable, energetic, positive, and have a ‘no job too small’ attitude. You will be counted on to deliver a memorable and welcoming environment for Public’s employees, clients, and guests.   The ideal Office Manager & Executive Assistant will be: Responsible for the day-to-day management of the office and helping to build a positive, team-focused culture Reliable, highly organized, demonstrate initiative and proactivity, resourcefulness, and a strong attention to detail, while being calm and tactful Service-oriented, hyper-organized go-getter who is excited to join a fast-growing team RESPONSIBILITIES   Office Manager:   This is not your average office manager position. You have the ability to impact the entire operation and influence company culture because you have an incredible positive energy. You will report to the Director of Finance and work closely with the Co-founders, CEO & CIO to make things work seamlessly for the entire Public Community You will: Welcome clients and guests in a friendly and professional manner. Greet clients, visitors, vendors, and team members and expose them to our great culture Ensure the office is running as efficiently as possible. Order and manage office supplies and inventory, source, oversee and work with vendors as needed, own the office ambience Manage the budget for office-related expenses Assist in the creation and implementation of office management best practices to make the office operations as efficient as possible Maintain the office to a professional level and arrange necessary repairs, upkeep, safety and office modifications as needed Ensure all office spaces are clean and create healthy habits with employees to maintain cleanliness and respect of the space Coordinate and assist with various operational needs, including overseeing office systems, managing office and employee communications Owner of all office events such as team building activities, off-site retreats, holiday parties, events and client meetings Assist in employee onboarding/offboarding Maintaining up to date staff roster Scheduling professional seminars and staff training initiatives Work closely with the Management team to build a healthy culture and great place to work Provide administrative support to Director of Finance as needed Ad-hoc Special projects   Executive Assistant:   Administrative Functions Performing administrative tasks for the CEO (e.g. managing incoming mails, using judgment to assess urgency. Providing standard replies and escalating as required)   Calendar Management/Meeting Coordination/Event Planning For the CEO and Executive Leadership Team including: Booking of internal and external meetings; coordinating meetings, e-mail invites, conference line set-up, creating agendas, meeting minutes, and coordinating catering for onsite meetings and/or events   Travel Arrangements Preparing travel schedules, book travel arrangements, and make reservations for all employees as required   Contract Preparation/Client Engagement Assisting in composing and proofing correspondence; may prepare, transcribe, com­pose, type, edit, and distribute agendas and/or replies to Requests for Information   Expense Reporting Completing expense report/credit cards/benefits submission for CEO   Skills and Experience 3+ years of direct work experience in an Executive Assistant capacity/ Office Manager capacity Education in Business Administration (College/University), or an acceptable combination of education, computer skills, and progressively responsible experience Problem solver at heart who is comfortable with unknowns and ambiguity Proactive with excellent foresight Exceptional organizational skills with a passion for the details Capable of managing multiple tasks and priorities Strong interpersonal skills and superb written and verbal communication skills. Professional, friendly and positive under pressure Tactful and discreet when handling sensitive information Self-motivated; always looking for ways to do things better Flexible and responsive collaborator committed to the success of the entire team Comfortable using technology, particularly Microsoft Office. Experience with QuickBooks an asset  TO APPLY: Please email resume and cover letter to About Public Inc.   Public is a leading social impact agency. We believe that purpose - a meaningful and focused commitment to creating social and community impact - will be a powerful driver in accelerating, amplifying and differentiating successful 21st-century businesses; that integrating purpose into their brand, business and marketing strategies creates a "sticky factor" that will play an increasingly pivotal role in attracting & retaining the next generation of consumers and employees. And more broadly that we can, and must, move increasingly toward a "purpose economy" where businesses, nonprofits, governments and consumers behave in ways that are as good for the world, and for those people and communities around them, as they are for themselves. True "profit with purpose". Learn more at   PUBLIC welcomes applications from persons of diverse backgrounds and is an equal opportunity employer. PUBLIC is committed to building and fostering a fair and inclusive workplace which values diversity and encourages respect for dignity, beliefs and ideas consistent with the principles outlined in the Ontario Human Rights Code (the “Code”), and the Accessibility for Ontarians with Disabilities Act (AODA). PUBLIC recognizes the value of identifying and removing barriers and promoting inclusion in the workplace.