Executive Assistant

We’re Sienci Labs, a small but passionate and fast-moving team of +30 people. We’ve made it our business to bring previously industrial manufacturing technologies to the masses. Our company’s focus is on CNC routers. Just as 3D printing acts as an additive manufacturing technology to build up unique parts, CNC routers act as a subtractive manufacturing technology to remove material from a blank to create a finished part.

Job Summary: We are seeking a highly organized and proactive Office and Executive Assistant to support our CEO and maintain a well-functioning office environment. This role combines personal assistant responsibilities with office maintenance duties, ensuring that both personal and professional tasks are handled efficiently.

Key Responsibilities:

Executive Support:

• Assist the CEO with personal and professional errands/tasks such as but not limited to:
• Scheduling
• Monitor emails and letters
• Meeting minutes
• Carrying out specific projects and research
• Managing correspondence

Office Maintenance and Organization:

• Ensure the office is tidy and organized, including taking out garbage, stocking bathrooms, and maintaining the kitchen.
• Stock office snacks and coffee, and manage inventory to ensure supplies are always available.
• Coordinate with external cleaning services and perform additional light cleaning duties as needed.

Employee Engagement:

• Coordinate and purchase birthday cakes for employee celebrations.
• Handle shopping for items needed for in-house catered lunches and other office events.
• Schedule and organize company-wide events and meetings.

General Administrative Support:

• Submit payments for invoices and basic bookkeeping and recordkeeping.
• Handle incoming shipments and packages.

Assets: Knowledge and understanding of these skills and items may be valuable to this role.

• GSuite, such as Gmail, Google Calendar, Google Docs, and Google Meets
• Business communication platforms, such as Discord, Zoom, Zendesk, and Google Meet
• Reading, research, and analysis skills
• Phone and email communication

Qualifications:

• Proven experience in an administrative or personal assistant role.
• Strong organizational skills and attention to detail.
• Ability to handle confidential information with discretion.
• Excellent communication and interpersonal skills.
• Access to a vehicle.

Company: We are a rapidly growing hardware company that cares about our employees and customers. We aim to provide a relaxed work environment with space to learn, grow and adapt. Health benefits and insurance are provided for full-time employees after a 3-month probationary period.

Please provide a cover letter and resume with your application. Applications without both will not be considered.

This is an in-person job at our office in Waterloo, Ontario.

Only applicants of interest will be contacted.

Job Types: Full-time, Permanent

Pay: $40,000.00-$65,000.00 per year

Benefits:

• Casual dress
• Company events
• Dental care
• Discounted or free food
• Extended health care
• Life insurance
• On-site parking
• Paid time off
• Vision care

Flexible language requirement:

• French not required

Schedule:

• Monday to Friday

Application question(s):

• Why do you feel you are best suited for this role? How do you demonstrate excellence in your field?
• Why are you interested in working for our company?
• What sort of work experience do you have that is relevant to this role?
• Please provide a range of dates and times that you are available for an interview.

Work Location: In person

Application deadline: 2025-01-03
Expected start date: 2025-01-06