Executive Assistant/Office Manager

TriMark Digital is actively seeking an Executive Assistant/Office Manager to join our growing team. The ideal fit for this position is someone who is creative, a self-starter, detail-oriented and a problem-solver. As our Executive Assistant/Office Manager, you will help manage and maintain our office facilities while also working closely with company leadership and the Director of Administration on various administrative, operational and other general duties. This is a part-time position, working fully in our downtown office for up to 30 hours a week (Monday - Thursday).

Office Management

• Role includes standard daily office management functions, including opening/closing protocols, visitor greeting and management, etc.
• Ensure a warm and welcoming greeting to clients, applicants, staff and vendors that is consistent with the TriMark brand and values. Greet visitors at the front door and alert appropriate staffers.
• Ensure common areas of the office are tidy and maintained (conference rooms, kitchen, lobby, training spaces, outdoor patio) and that proper equipment is in appropriate areas, counters / tables are clean, etc.
• Ensure technology is functioning properly (TVs, Chromecasts, Wifi), identifying areas for improvement where they exist
• Troubleshoot issues with appliances, office equipment, tech equipment, escalating appropriate building contact or vendor
• Manage office calendars as well as Conference Rooms reservations, alerting staff to client visits and key company dates (all company meetings, WFA days, holidays, etc)

• Assist with executing special company events, including surveying staff, planning, and executing special event details

• Order and maintain stock of office supplies

• Order office snacks and food for client meetings
• Ensure staff is properly trained on daily office opening / closing process (and other processes as needed) and that both are executed each day.
• Monitor and manage the parking lot to ensure parking policies are followed
• Also responsible for basic cleaning and organization of common areas as needed (wiping down kitchen, putting away dishes from dishwasher, etc)

Executive Assistant to Leadership

• Assist company leadership (CEO, Leadership team, Administration + Finance teams) with various internal agency initiatives and administrative tasks, as needed
• Provide high-level administrative support to the CEO and leadership team, including calendar management, meeting coordination, and travel arrangements.
• Prepare and edit correspondence, presentations, and reports for internal and external stakeholders.
• Act as a central point of contact between executives, staff, and outside partners, ensuring timely communication and follow-up.
• Assist Administration and Finance teams with document management, invoice processing, and budget tracking.

• Organize and maintain confidential files, records, and sensitive company information with discretion.

• Plan and execute company events, leadership offsites, and key project milestones.

• Support cross-departmental initiatives by coordinating timelines, gathering data, and tracking progress on strategic goals.

Requirements

• Minimum of 5 years of relevant/related clerical/administrative working experience.
• Recognize and respond to potential problems. Take initiative to solve problems independently, asking for assistance/guidance when needed. Take measures to proactively prevent problems.
• Effectively and respectfully communicate with others.
• A creative approach to your daily work, finding ways to add value as company needs evolve
• Strategically manage time. Multitask and quickly shift tasks to complete a variety of duties.
• Possess strong organizational and communication skills.
• Remember key details as multiple people make verbal, hand-written, and emailed requests throughout the day.
• Proficiency in Microsoft Office Suite, Google Workspace and QuickBooks; learn new software/systems as needed.