Office Coordinator - Toronto, Canada - Psiphon Inc

Psiphon Inc

Verified Company

Toronto, Canada

3 weeks ago

Posted by:

Sophia Lee

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Description

Title:
Office Coordinator & Executive Team Assistant

Employment status:
Permanent

Hours:
Full-time; 8:00-16:00; in office

Reports to:
Vice President

Location:
Downtown Toronto

Company summary:

Psiphon Inc.

is an internet censorship circumvention network that helps millions of people in freedom-restricted countries access the uncensored Internet every day.

Psiphon strives to be the first recourse against censorship wherever and whenever it occurs. The company is headquartered in downtown Toronto. We are a collaborative and flexible workplace that values sharing ideas and creative solutions in an agile team setting.

Role Summary:

Manage and oversee that the office environment is sufficiently maintained, coordinate and run office tasks and communications, and work with upper management to complete key functions.

The role requires initiative and drive to be reactive to needs as they arise, as well as planning ahead to ensure all operations are running smoothly.

Key Duties:

Assist the President & Executive Team included but are not limited to:
Statistical analysis.
Prepare presentations using Visme, Haiku Deck, Prezi, Microsoft Powerpoint, Canva or Google Slides.
Administrative tasks as required.
Briefing for meetings/events, as needed.
Document organization.
Maintaining records and filing.
Take meeting minutes.
Document review and editing.
Arrange complex and detailed domestic and international travel plans and itineraries.
Organize and order catering for department meetings.
Have lunch delivered to the President each day (to the office or his home).
Office duties include, but are not limited to:
Order groceries.
Ensure all office supplies are stocked.
Check the mailbox daily.
Deal with parking issues (e.g. call parking authorities to ticket).
Deal with vagrants on property (e.g. call police; contact exterior cleaner, if necessary).
Shoveling & salting building entrances if needed.
Ensure each office has what is required such as shovels, salt, and mats.
Book annual building inspections to maintain a safe environment.
Book trades when necessary (e.g. electrician, plumber, broken items, etc.).
Be onsite when nonemployee people are at the office (e.g. insurance annual inspection; window cleaners; plumber; etc.).
Prepare corporate condo for executives coming to Toronto:
Book cleaners.
Clean sheets in the laundry room in the company condominium (cleaners put sheets back on).
Other duties as assigned.

Skills and Experience:

Must be proficient in the following:
Google Workspace.
Microsoft Office, including pivot tables.
Project management tools.
Ability to be vetted by international governments for work on highly sensitive projects.
Background criminal check.
A valid driver's license.
Proactive and resourceful approach to your work.
Natural problem solver with an ability to think on your feet and propose alternative solutions.
Excellent organization, time management, ability to multitask and manage multiple priorities.
Acute attention to detail extremely organized.
Ability to anticipate needs and preferences.
Working independently.
Excellent written and oral communication skills in English.
Flexibility to adjust to the dynamic nature of a fastpaced company.