Executive Assistant/Office Manager

Executive Assistant/Office Manager with HR experience

NRI Industrial Sales is one of the largest surplus industrial equipment suppliers in North America. With operations in Canada, USA, and the UAE, we have established ourselves as an industrial asset recovery specialist - servicing the broad industrial sector.

We’re looking for an Executive Assistant with heavy HR experiences to join our team! The appropriate candidate must be organized, detail-oriented and enjoy working in an environment that is results-driven and team-oriented. The ideal individual is always striving to find the most efficient way to complete tasks without sacrificing high work quality and/or results.

Position Summary:

Supports senior management by performing administrative services including scheduling meetings, making travel arrangements, organizing calendars, providing support in project planning, preparing spreadsheets, presentations, and reports, manage calls, meeting, and supporting visitors, mail, requisitioning necessary supplies, organizing office communication and activities on a day-to-day basis.

The HR responsibilities will include various HR functions such as hiring, administering the payroll system and employee benefits packages, maintaining company policies and employee records, and provide training and support for staff. Aiming to ensure a healthy, secure, and productive work environment by following HR procedures.

Position Responsibilities:

Travel Coordination:

• Coordinate travel itineraries and ensure alignment with organizational policies and budgets.
• Manage company-wide travel logistics, including booking flights, hotels, transportation, and visas.
• Stay up to date with travel regulations, visa requirements, and travel advisories.

Calendar and Schedule Management:

• Assist in organizing and prioritizing daily activities and responsibilities.
• Maintain executives' calendars, schedule meetings, and coordinate appointments.

Administrative Support:

• Handle day-to-day administrative tasks, including answering phone calls, responding to emails, and managing correspondence.
• Prepare and edit documents, reports, and presentations with accuracy and attention to detail.
• Maintain databases, records, and ensuring easy retrieval of information.

Communication and Coordination:

• Act as a liaison as needed between executives, clients, and internal staff, facilitating effective communication.
• Coordinate meetings, conference calls, and video conferences, ensuring smooth logistics.

Special Projects and Assistant Coordinator:

• Support in any legal matters, insurance policies and renewals, and business award application.
• Assisting with corporate buying, tender applications, and bid qualifications.
• Support the execution of special projects, such as process improvements.

Human Resources:

• Manage recruitment and onboarding process for new hires to include orientation and employee documentation completion.
• Oversee employee benefits, including health insurance, retirement plans, and paid time off.
• Maintain accurate employee records, including personnel files, attendance records, and payroll information.
• Stay up to date with changes in labor laws, safety regulations, and HR best practices and ensure compliance.
• Process payroll and ensure accurate and timely payment of wages, including overtime and bonuses.
• Manage employee relations and provide guidance and counseling to employees as needed.

Social Committee Team Lead and Events:

• Assist in organizing corporate events and/or conferences.
• Build and manage social and/or extracurricular events or activities to engage all team members to participate to help boost morale, employee productivity, and teamwork within the workplace.

Office Operations:

• Order and maintain office supplies, equipment, and inventory.
• Coordinate office maintenance and repairs as needed.

Specific Knowledge, Skills or Abilities Required:

• Strong computer skills are essential (high level skills with Microsoft Office products to include Word /Excel/PP).
• Ability to work in an environment that changes rapidly to fit business needs and the ability to multitask are a must.
• Excellent organizational skills, strong detail-oriented and time management skills, proven ability to organize complex processes involving multiple, detailed tasks and multiple inputs.
• Significant experience with office management, various HR functions, and daily operations.
• Excellent verbal and written communication skills, interpersonal skills, and the ability to build value-added relationships with individuals at all levels.
• Ability to manage multiple tasks and projects, meet deadlines and manage schedules.

Position Qualifications:

Education:

University degree or post-secondary education in business administration, human resources, or relevant field

Experience:

A minimum of 3 years of proven experience in a similar role.

Previous experience working with senior managers a plus.

Salary: $60,000-$70,000 dependent on education and experience

Job Type: Full-time, on-site position

Schedule: Monday – Friday, 8:00am – 5:00pm

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