Vocantas Career Opportunity

Executive Assistant and Office Manager

Posted on: 
October 25, 2018


Vocantas Inc. is looking for a motivated office manager, with Executive Administration experience in a private sector environment ideally tech environment.

As a member of our dynamic, high-functioning team, this hands on role will give you the opportunity to contribute to many aspects of our business such as, organizing customer and staff meetings, assisting with hiring and training of staff members, overall business management (facilities, holidays, events, travel, high level business meetings, office security, policy writing and management) staff scheduling and providing excellent support and customer service to our team.  

The candidate must be very organized, detail oriented, respect corporate confidentiality, able to multitask, reliable, and comfortable providing direction and working autonomously with the best interests of the company at heart.

If you are looking for a new challenge and enjoy and excel in a high-energy environment working with innovative technologies, then you'll love it at Vocantas. You should be a team player and passionate go-getter, with a deep desire to ensure that customers always come first.


Executive Administration

  • Accountable for the efficient and effective daily operation of an innovative software development company
  • Be the go to person for the CEO
  • Act as the default point of contact between the executives, staff and internal/external clients
  • Proactively manage meetings by scheduling, preparing meeting minutes as required, documenting action items, and ensuring timely follow up is completed
  • Research various items and topics as directed by the CEO and summarize findings for presentation as required
  • Accountable for efficient management of corporate documentation and filing systems
  • Proactively manages the CEO’s correspondence and communications and redirecting as appropriate while ensuring timely follow-up
  • Acts as the CEO’s right hand on internal issues in their absence

Office Management

  • Manages the scheduling of meetings, conferences, teleconferences for the executive office
  • Manages company-wide, cost effective travel planning and bookings and follow up expense claims with extreme attention to detail
  • Manage the bi-weekly payroll and year end payroll reporting through ADP, a third party payroll provider
  • Provide administrative HR support using Bamboo HR
  • Drive the recruiting process and work with managers to secure top talent
  • Accountable for overall office administration, cell phone management, alarm code administration
  • Interface with building management on all facilities related issues such as lease, parking, cleaning, etc.

Technical Qualifications

Non-Technical Qualifications

Must-Have Skills and Experience

  • Proven experience as an executive administrative assistant in a high tech environment
  • Demonstrated proficiency of office management systems and procedures
  • Excellent knowledge of MS Office – Outlook, Word, Excel, PowerPoint and CRM tools
  • Proficiency in English required, French or Spanish an asset
  • Exemplary planning, organizational and time management skills
  • Knowledge of ADP or other 3rd party payroll software an asset
  • Working knowledge of Bamboo HR or other HRIS software an asset
  • Strong verbal and written communications skills
  • Discretion and confidentiality is essential
  • Extreme attention to detail and accountability are essential

Nice to Have Skills and Experience

How to Apply

Please note that we will only contact candidates who have been selected for an interview

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