Executive Assistant & Office Coordinator at Waste Logic Inc

ABOUT WASTE LOGIC

We have 30+ years of experience in managing waste and recycling services for businesses throughout Canada. WLI has developed a strong working relationship with over 150 service providers in the solid waste and recycling industry. Waste Logic assists clients to help create their own plans for sustainability, through levers such as waste diversion, new innovations, or employee culture. Throughout our phased process, we provide clients with expertise, tools, and data driven analytics to improve their sustainability efforts. 

OUR CULTURE

Waste Logic is Great Place to Work Certified. At Waste Logic, we believe that creating a supportive, empowering, and collaborative environment isn’t just good for people; it’s good for business. Our people are the driving force behind everything we do, and this certification affirms that we’re on the right track when it comes to cultivating a culture where individuals feel valued, heard, and motivated to do their best work.

We are a team that is passionate about the work that we do and the clients we partner with. We consider our employees with their individual skills and talents to be integral to our business, which helps to foster our culture of innovation, accountability, and passion. Our employees have a voice and are directly involved in the success of our company. Waste Logic is an equal opportunity employer.

POSITION SUMMARY – Executive Assistant / Office Coordinator 

Reporting to the President and CEO, the Executive Assistant will be organized and proactive to provide administrative support to our Executive Team. In addition, the role involves overseeing day-to-day office and staff house operations to ensure a smooth and efficient work environment. The ideal candidate will have exceptional communication, multitasking, and time-management skills, with a working knowledge of property management, and the ability to quickly resolve issues as they arise. 

Key Responsibilities 

Executive Support (50%): 

• Manage the calendars of the Executive Team, scheduling meetings and appointments. 
• Assist with travel arrangements, including flights, accommodations, and itineraries. 
• Coordinate and communicate with internal and external stakeholders on behalf of the senior management team. 
• Handle confidential and sensitive information with the utmost professionalism and discretion. 
• Prepare and organize materials for meetings, including agendas, presentations, and reports. 
• Assist with the preparation of company reports, presentations, and other materials. 
• Assist in the administration of company Intranet and strategic planning systems. 
• Provide general administrative support to other departments as needed. 

Office / Property Administration (50%):

• Oversee the maintenance and upkeep of the Staff House and Head Office, acting as the primary contact for building maintenance.
• Coordinate building maintenance, repairs and manage seasonal services such as snow removal, irrigation, etc.
• Assist with rental coordination, managing inventories, maintaining vendor contracts, and handling administrative tasks such as record-keeping and budgeting for property maintenance.
• Oversee daily office operations, ensuring the office runs smoothly and efficiently.
• Maintain office supplies, order materials as necessary, and monitor office expenses.
• Organize and manage office equipment and liaise with vendors for repairs or maintenance.
• Coordinate events, meetings, and conferences as required.
• Other duties, as assigned.
• Member of the JHSC and Social Committees.

Skills and Qualifications

• Bachelor's degree or equivalent experience.
• 3+ years of experience as an Executive Assistant or in an administrative role supporting senior management.
• Experience with SharePoint administration is a “nice-to-have”
• Strong proficiency with MS 365 office suite, especially MS Word and MS Excel
• Excellent written and verbal communication skills.
• Strong organizational and multitasking abilities.
• Ability to work independently and as part of a team.
• High level of professionalism, attention to detail, and confidentiality.
• Experience in property management or facilities coordination is a plus.

Working Conditions

•  Full-time, permanent (40 hours of work, Monday through Friday, 8am to 4pm, onsite)

Waste Logic offers a competitive salary, a comprehensive benefit program as well as the opportunity to work in an great environment, characterized by continued growth and strong business results. 

We thank all applicants for their interest. However only those candidates identified for further consideration will be contacted.

Benefits:

• Company events
• Dental care
• Disability insurance
• Employee assistance program
• Extended health care
• Life insurance
• On-site parking
• Paid time off