Office Manager & Executive Assistant

Be part of something incredible. Metals are necessary for our world, but mining historically faced issues with waste, sustainability, and inefficiencies. Mine Sense is changing that. Our solutions reduce mining waste and environmental impacts while increasing profits and efficiencies. Backed by the best in venture capital and government funds, and recognized by tech industry and sustainability programs, Mine Sense is doing what many said could not be done: improving mining for people and planet.

We are looking to add an experienced Office Manager and Executive Assistant to our G&A team in Vancouver, British Columbia. Reporting to the CEO, this role is responsible for ensuring the CEO is well prepared for all manner of business. Additionally, this role will ensure that the Vancouver office is running smoothly. An ideal candidate will be a detail-oriented self-starter who enjoys a fast-paced environment and working directly with a senior leadership team.

• Calendar and Email
  :
  
  Managethe CEO’s calendar.
  
  Schedule & coordinate meetings and resolve any conflicting priorities. Support the management of the CEO’s email inbox prioritizing and flagging upcoming items.
• Board Contact
  :
  
  Interact with Board members and their Executive Assistants to schedule the annual calendar, organize meetings, schedules and travel arrangements.
• Communications
  :
  
  Build a strong working relationship with the CEO to understand their communication style and toanticipatetheir needs.
  
  Monitor requests sent directly to CEO/Executive team members when needed.
• Media
  :
  
  As required,assist with coordinating media relations and interviews for Senior Leadership team.
• Meetings
  :
  Organize logistics of company wide meetings including ensuring translation capability (to English and to Spanish). Develop agendas, coordinate guest speakers where applicable, share presentation materials.
• Organize other regular meetings (including booking rooms, catering, etc.) as needed.
• Travel Arrangements
  :
  Coordinate and book travel arrangements for both domestic and international tripsfor executives as needed. Prepare all itineraries and ensure calendars for these arrangements are up to date.
• ELT support
  : support members of the Executive Team with administrative functions such as meeting planning, conference registration and coordination, expense reports etc.
• Culture Champion
  : promote a positive office culture by living our mission, vision, and values in all interactions with internal and external stakeholders.
• Administrative Duties
  : manage office supplies, coffee and refreshments. Work with the facilities team as needed on issues related to the office.
• Participate in organizing company events as a member of the Social Committee
• Lead and delegate planning of key company events that have executive involvement.
• Manage the company non-disclosure process and repository.
• Collaborate closely with other team membersoncompany communications.
• Additional duties as occasionally required.

• 5-10yearsworkingas an Office Manager and 2+ years experience supporting C-Suite level/CEO in the capacity of Executive Assistant.
• Proven ability to develop strong working relationships withthe Board and Executiveteamin order toanticipateneeds.
• Strong working knowledge with MS Office products. Expert-level PowerPoint and familiarity with Adobean asset.
• Excellent verbal and written communication skills.
• Proficient with Microsoft Office Suite.
• Highly professional and ability to work with confidential matters:maintaina high levelof confidence when managing sensitive information, including documents.
• Organized and able to manage and coordinate all that is necessary for the smooth operation of the office.
• Energetic and enthusiastic with a “can do” attitude. Willing to jump in and help…