Administrative Manager & C-Suite Executive Assistant

Job Description

<b>Company Overview</b><br><br> Mobii Systems Group is a leading sports broadcasting technology company providing cloud-based automated production platforms powered by AI and Computer Vision. With clients spanning global sports organizations and a growing international presence, we deliver cutting-edge solutions that transform live sports production and broadcasting.<br><br> <b>Position Overview</b><br><br> Mobii Systems is seeking an experienced <b>Administrative Manager & C-Suite Executive Assistant</b> to lead administrative operations at our Oakville head office while providing high-level executive support to our Chief Executive Officer (CEO) and Chief Operating Officer (COO). This is a dual-function role requiring a seasoned professional who can seamlessly balance strategic executive assistance with comprehensive office and administrative management.<br><br> The ideal candidate will bring <b>proven experience</b> in both executive support at the C-suite level and administrative/office management, with the ability to operate independently, manage multiple stakeholders, and ensure operational excellence across all administrative functions. This role is critical to the efficient operation of our head office and the effectiveness of our executive leadership team.<br><br> Key Responsibilities<b>Executive Assistant Functions (CEO & COO Support)</b><br><br> <b>Calendar & Schedule Management</b><ul><li>Manage complex, dynamic schedules for the CEO (Toronto-based) and COO (Cape Town-based) across multiple time zones</li><li>Strategically prioritize meetings, calls, and engagements aligned with business priorities</li><li>Act as gatekeeper, balancing executive access while protecting time for strategic work</li><li>Coordinate board meetings, investor relations calls, client presentations, and executive team meetings</li></ul> <b>Executive Communication Management</b><ul><li>Monitor, prioritize, and respond to high-volume email communication on behalf of executives</li><li>Draft correspondence, responses, and communications maintaining the executives' voice and standards</li><li>Filter and redirect inquiries to appropriate departments, ensuring executives focus on critical matters</li><li>Maintain absolute discretion and confidentiality in all executive communications</li></ul> <b>Workload Delegation & Coordination</b><ul><li>Serve as primary liaison between CEO, COO, and internal teams across all departments</li><li>Communicate executive decisions and delegate tasks to relevant departments with clear priorities</li><li>Track action items from executive meetings and ensure timely completion</li><li>Escalate delays or issues requiring executive attention</li></ul> <b>International Travel Coordination</b><ul><li>Manage comprehensive travel arrangements including flights, visas, accommodations, and detailed itineraries</li><li>Coordinate with stakeholders to align travel with business objectives and budget parameters</li><li>Provide real-time support for travel changes and last-minute modifications</li><li>Ensure seamless logistics for international business trips and events</li></ul> <b>Strategic Executive Support</b><ul><li>Prepare and proofread executive-level documents, presentations, reports, and correspondence</li><li>Conduct background research and prepare briefing materials for meetings</li><li>Organize and coordinate strategy sessions, executive team meetings, and board meetings</li><li>Prepare agendas, take minutes, distribute action items, and track follow-up</li><li>Manage executive expense reports, payments, reimbursements, and budget approvals</li></ul> <b>Administrative Manager Functions (Head Office Operations)</b><br><br> <b>Office Management & Operations</b><ul><li>Oversee day-to-day operations of the Oakville head office, ensuring a professional, efficient, and well-maintained work environment</li><li>Manage office space planning, workstation allocation, and facilities optimization</li><li>Develop and implement administrative policies, procedures, and best practices</li></ul> <b>Vendor & Supplier Management</b><ul><li>Manage contracts for office services including cleaning, maintenance, IT support, telecommunications, and supplies</li><li>Evaluate vendor performance and identify cost-saving opportunities</li><li>Process vendor invoices and manage administrative budgets</li></ul> <b>Administrative Systems & Processes</b><ul><li>Implement and maintain efficient administrative systems for document management, filing, and record-keeping</li><li>Manage office technology and software licenses for administrative functions</li><li>Establish and monitor administrative KPIs and operational metrics</li><li>Continuously improve processes to enhance operational efficiency</li></ul> <b>Team Coordination & HR Support</b><ul><li>Coordinate onboarding logistics for new employees (workspace setup, equipment, access)</li><li>Support with administrative aspects of employee lifecycle events</li><li>Manage office events, team meetings, and employee engagement activities</li><li>Serve as point of contact for employee office-related inquiries and requests</li></ul> <b>Budget & Financial Administration</b><ul><li>Track and report on administrative expenses, identifying variances and cost control opportunities</li><li>Process purchase orders, invoices, and expense claims for office operations</li><li>Maintain financial records for administrative expenditures</li></ul> <b>Reception & Visitor Management</b><ul><li>Coordinate client visits, guest access, and meeting room bookings</li><li>Manage conference room scheduling, setup, and technology support</li><li>Ensure professional first impression for all visitors and stakeholders</li></ul> <b>Required Qualifications & Experience</b><br><br> <b>Essential Experience:</b><ul><li><b>Minimum 7+ years</b> of progressive experience in administrative management and executive support roles</li><li><b>Minimum 3+ years</b> supporting C-level executives in a fast-paced business environment</li><li><b>Proven experience</b> managing office operations</li><li><b>Demonstrated experience</b> coordinating across international time zones and managing global travel</li><li><b>Track record</b> of implementing administrative systems, processes, and efficiency improvements</li></ul> <b>Skills & Competencies:</b><br><br> <b>Organizational Excellence</b><ul><li>Exceptional organizational skills with ability to manage complex, overlapping priorities</li><li>Strong project management capabilities with attention to detail and follow-through</li><li>Ability to anticipate needs, think ahead, and proactively address issues</li></ul> <b>Communication & Interpersonal Skills</b><ul><li>Superior verbal and written communication skills</li><li>Professional presence with ability to represent executives and the company</li><li>Strong interpersonal skills to build relationships across all organizational levels</li><li>Diplomatic approach to handling sensitive situations and confidential information</li></ul> <b>Technical Proficiency</b><ul><li>Advanced proficiency with Microsoft Office Suite and Google Workspace</li><li>Expert-level calendar management (Outlook, Google Calendar)</li><li>Experience with project management and collaboration tools (Slack, )</li><li>Comfortable with expense management software and basic financial systems</li><li>Ability to quickly learn new technologies and software platforms</li></ul> <b>Business Acumen</b><ul><li>Understanding of business operations, priorities, and executive decision-making</li><li>Budget management experience with ability to track expenses and identify cost savings</li><li>Vendor negotiation skills</li><li>Experience in technology or fast-paced business environments preferred</li></ul> <b>Personal Attributes</b><ul><li><b>Proactive & Self-Motivated:</b> Takes initiative, anticipates needs, and acts independently</li><li><b>Discretion & Confidentiality:</b> Handles sensitive information with highest level of integrity</li><li><b>Adaptability:</b> Thrives in fast-paced environment with changing priorities</li><li><b>Problem-Solver:</b> Strategic thinker who can resolve issues independently and escalate appropriately</li><li><b>Time Zone Flexibility:</b> Willing to adjust work hours to accommodate CEO (Toronto) and COO (Cape Town) schedules</li><li><b>Multitasking Excellence:</b> Ability to juggle multiple responsibilities while maintaining quality and meeting deadlines</li><li><b>Professional Maturity:</b> Exercises sound judgment in all situations</li></ul> Educational Requirements<ul><li><b>Bachelor's degree</b> in Business Administration, Communications, Office Management, or related field required</li><li><b>Additional certifications</b> in executive assistance, project management (PMP) or office administration (CAP, PACE) are strong assets</li><li>Continued professional development in administrative management highly valued</li></ul> Working Conditions<ul><li><b>Location:</b> Oakville, ON head office (on-site position)</li><li><b>Hours:</b> Standard business hours with flexibility required for time zone coordination</li><li>Occasional early morning or evening availability for international meetings</li><li>Some travel may be required for company events or executive support</li></ul> Compensation & Benefits<ul><li>Competitive salary commensurate with experience (range based on qualifications)</li><li>Professional development opportunities</li><li>Dynamic and innovative work environment in a fast-growing global technology company</li><li>Opportunity to work directly with executive leadership and influence company operations</li></ul> How to Apply<br><br> If you are an experienced administrative professional with a proven track record in both executive support and office management, we want to hear from you.<br><br> Please submit:<ul><li><b>Resume/CV</b> detailing relevant experience . click apply for full job details