Administrative Assistant

About Oxygen8

At Oxygen8, we help create healthy spaces for people to live, work, and play in an energy-efficient way. Since 2019, Oxygen8 has developed and manufactured high-efficiency commercial and multi-family residential ventilation systems that help improve the health and wellness of buildings and their occupants. Oxygen8’s 100% electric dedicated outside air systems with high-efficiency energy recovery address current human health and changing climate challenges while significantly improving health and environmental impact. Through innovation, collaboration, and intelligent design, our solutions integrate seamlessly into building systems and are paired with smart monitoring and control systems. At Oxygen8, we make #freshairthatfits.

About The Role

The Administrative Assistant contributes to the overall success of Oxygen8 by providing ongoing administrative support to our team in multiple offices. This position will work closely with our HR, Marketing, Sales, Operations and Finance departments and will be based out of our Head Office and Production Facility office in Burnaby, BC. Occasional work out of our East Vancouver location will be required to assist with administrative operations.

Key Responsibilities

General Administrative (80%)

1. Coordinate all visitors to Oxygen8’s offices (interviewees, customers, vendors etc.) and support visits with catering and travel plans.
2. Consult and coordinate with landlords and vendors on various building-related services (janitorial, kitchen, security etc.).
3. Maintain office and kitchen supplies; managing relationships, budget, and invoice processing with these vendors.
4. Coordinating with our Co-Tenant Dorigo Systems.
5. Maintain building access systems (cards and fobs), and employee email lists.
6. Provide effective calendar management, resolving scheduling conflicts of rooms and resources.
7. Assist with onboarding and offboarding, making sure every new employee feels the Oxygen8 culture from day one and every departing employee gets a warm send-off.
8. Assist with employee communications (internal posters, SharePoint and social media).
9. Coordinate travel arrangements and accommodations for employees.
10. In coordination with IT, maintain equipment inventory (laptops), and peripherals (monitors, keyboards, etc.).
11. Support other departments (Finance, Operations, Supply Chain) with administrative tasks as needed.

Marketing / Sales (20%)

1. Manage Oxygen8’s inventory of swag and merchandise for Marketing and events.
2. Coordinate Oxygen8’s social committee and be the main planner of team events and parties.
3. Assist with social media posting and management.
4. Provide travel support for sales representatives when needed.
5. Keep Oxygen8’s website up to date in coordination with P&C and Marketing.

Experience And Skills

You are a dedicated individual who values sustainability and enjoys working in a fast-paced environment. As part of the Oxygen8 team you will be joining an entrepreneurial team that is growing quickly. You are a self-starter, solution-oriented, adaptable, and willing to take responsibilities in a dynamic environment.

We are looking for someone with the following skills, experiences and qualifications:

1. Diploma or certificate in business administration or equivalent
2. Minimum 2 years' experience working in an administrative role
3. Experience with event planning and/or coordinating a social committee
4. Proficient in Microsoft Office (Excel, Word, PowerPoint, Outlook)
5. Strong attention to detail and highly organized
6. Clear communication skills, both written and verbal
7. Ability to work quickly and efficiently in a fast-paced environment
8. Team player with a positive attitude and willingness to learn and collaborate.

Working with Oxygen8

Benefits

At Oxygen8, we strongly believe in building a team that works well together, and we are committed to creating an environment that is inclusive and provides the space for individuals to learn and grow. We are proud to offer the following benefits to our team members:

1. Company Team Building Events
2. Employee Stock Option Plan
3. Health and Dental Benefit Coverage from day 1
4. 3 Weeks Paid Vacation
5. Paid Volunteer Day
6. Personal Development and Training Opportunities

Annual Salary

1. $50,000 to $60,000 based on experience.

Location and Schedule:

1. On site 40 hours per week at our South Burnaby office and occasionally at our East Vancouver office
2. Monday to Friday 8am to 4:30pm (TBD)