Office Manager/Executive Assistant

About SkillsWave Corporation

SkillsWave is on a mission to drive people and businesses forward—building tomorrow’s most valued skills, today. By providing quality learning opportunities that align with organizational needs, we’re helping organizations transform their workforce into a competitive advantage. Our upskilling platform and strategic education partnerships not only propel career and company growth, but also deliver measurable and meaningful ROI for learning. To learn more, visit SkillsWave.com. 

Catch the Wave with Us!

Paddle into an exciting opportunity as our Office Manager/Executive Assistant. Reporting to the Head of Operations, you’ll be the first to greet the tide—acting as the face of the company and the go-to point for both guests and team members. You thrive in the lineup, keeping operations flowing smoothly by handling everything behind the scenes, including supporting key Accounts Payable activities with precision and care.

With your sharp organizational skills and proactive approach, you're always ready to ride the next set—delivering seamless administrative support to senior leadership while keeping things calm, clear, and on course.

This hybrid role requires the successful candidate to be on-site at least 3 days a week at our head office in the Kitchener-Waterloo region.

Your Location, Your Workspace, Your Wave

This role is located in Kitchener, ON at the amazing Catalyst Commons work space. Join us in the office for a minimum of 3days a week (may require up to 5 days a week depending on organization demands) and then catch the wave from home the rest of the time. We can’t wait to welcome exceptional individuals that will bring their skills and passion to our team!

How will I make an impact:

Office Management

• Managing the daily office operations, ensuring a productive and efficient work environment including managing office supplies, equipment and vendor relationships, administering and revising building access setup and removal , arranging for shipping/receiving, and managing emails.
• Acting as first point of contact for guests and employees and providing them with a memorable and top-notch experience.
• Welcoming new hires (in-person or remotely) and help organize orientation materials and remote equipment delivery as necessary.
• Helping with coordinating meetings including scheduling, agenda, general communication and booking onsite or remote office resources (meeting rooms, presentation equipment, supplies, etc.).
• For as long as applicable, coordinate other access requests to co-working space for employees.

Financial Administration

• Reviewing and verifying invoices against leader-approved purchase orders for accuracy, ensuring they comply with company policies and procedures.
• Entering invoices into the accounting system and ensure proper coding to appropriate accounts.
• Maintaining positive relationships with vendors and address any inquiries or discrepancies promptly.
• Meet necessary processing deadlines for intake and processing of payments and credits, including month-end, fiscal year-end processing dates.
• Participate in scheduled and on-demand audits as required.

Executive Support

• Supporting the President and potentially other members of the executive team through maintaining calendars, scheduling meetings, booking travel and other reservations and processing expenses.
• Coordinating the logistical aspects of executive team programs, such as meetings, seminars, workshops, special projects, and events.
• Ensuring all needed materials and equipment are available for executive meetings, trips and presentations.
• Handling confidential information with discretion and professionalism.

What You Need to Be Successful:

• 5+ years of experience in office management, executive support, or administrative operations
• Post-secondary education in business administration, office management, or a related field (or equivalent experience)
• Strong attention to detail, organization, and follow-through
• Ability to handle confidential information with professionalism and discretion
• Comfortable with multitasking in a fast-paced, evolving environment
• Proficiency in Microsoft Office Suite, Google Workspace, and calendar management tools
• Basic understanding of financial operations such as invoice coding and vendor communications

Your Super Skills and The Wave-Riding Expertise We Need!:

• Proactive mindset – you anticipate needs and act before being asked
• High EQ – you bring empathy, professionalism, and clarity to every interaction
• Solutions-focused – you look for ways to streamline and improve day-to-day operations
• Reliable and responsive – you’re someone the team can count on to deliver
• Calm under pressure – you stay centered and steady when priorities shift
• Detail-driven – accuracy and consistency are your trademarks
• Energized by people – you enjoy being the go-to person and face of the office

What you'll bring to the role:

• Enthusiasm and an entrepreneurial spirit.
• Proven experience as an office administrator, executive assistant or similar role.
• High energy and great at building relationships and treating people with respect and courtesy.
• Relentless focus on awesome stakeholders’ experience.
• Ability to prioritize tasks and manage time effectively in a fast-paced environment.
• Professional demeanor and ability to maintain confidentiality.
• High level of integrity and discretion.
• Strong organization, attention to detail, time management and multitasking skills.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other office management software.
• Experience with Accounting Software (e.g. QuickBooks) is an asset.
• Excellent written and verbal communication skills and the ability to collaborate and use influence cross-functionally.
• Must have a reliable vehicle, and a valid Ontario driver’s license (minimum G2).
• Must be in sufficient physical condition to lift 25 kg.

Who You Are:

• You Own It: You approach every challenge with the mentality of a surfer tackling a perfect wave—taking full ownership of your work and responsibilities, driving projects forward with confidence and initiative.
• You Learn It: You believe that improvement is key, constantly refining your skills. Growth and learning are always top of mind.
• You Collaborate Assertively: You engage confidently in team discussions, share your expertise, and ensure that everyone is paddling in sync toward success.
• You Work with Velocity and Quality: Whether you’re racing towards the shore or patiently navigating the break, you strike the perfect balance between speed and delivering top-notch results.
• You Care Deeply: You care deeply about your work and the lasting impact it makes—on your team, the company, and beyond.

Fuel for the Ride:
Along with meaningful work, you'll enjoy a competitive compensation package and benefits that support your personal and professional success that include:

• Competitive Salary
• Vacation and Rest Days
• Health and Wellness
• Retirement Savings Plan
• Professional Development
• Participation in Future Equity Plan

NOTE: Preference will be given to applicants that already reside within 30 minute drive of the KW region office location

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The Total Compensation for this position is in the range of $55,000 to $65,000 and is based on the minimum level of work experience and qualifications as listed above. This salaried position requires a minimum of 40 hours of work per week.  More senior candidates may apply but note that the salary for the position has been set at the range listed.

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Background Check Notice

As part of our hiring process, SkillsWave may conduct a background check to ensure the safety and security of our workplace.

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Disclaimer and Consent:

By clicking on the “Submit Application” button, you acknowledge, agree and/or provide your explicit consent for the SkillsWave family of companies

• to use the information you have provided for the purpose of considering and evaluating you as a candidate for employment with the SkillsWave family of companies;
• to store your information on their vendor systems;
• to share your information within the SkillsWave family of companies, their vendors, partners or other third parties for the purpose of processing your employment application; and
• to use your personal information to contact you in the future for any other suitable employment opportunities;

The SkillsWave family of companies and its vendors, partners, and third parties and their systems may be located in jurisdictions different from your jurisdiction of residence.

For more information on how the SkillsWave family of companies protects your privacy, please review SkillsWave Privacy Policy.

To all recruitment agencies: SkillsWave does not accept agency resumes. Please do not forward resumes to our HR alias e-mail address, to any SkillsWave employee, or to other SkillsWave e-mail addresses. SkillsWave will not pay any fees related to unsolicited resumes.