Office Services Coordinator & Receptionist

TIDE: Our Cultural Foundation

TIDE is Enwave’s cultural expression of who we are when we are at our best. It enables us to execute our strategy, pivot with agility, and maximize our impact on those we serve. Each component is structured to (1) emphasize a required behavior, (2) reinforce an expected outcome, and (3) call us all to a unified action.

- Teamwork accelerates progress

– Bring out the best in your colleagues

- Inspire and be inspired

– Believe we can be impactful

- Determination creates possibilities

– Take action with intention

- Evolve continuously

– With our communities and customers

About the Role

The Executive Assistant, Leadership Team & VP Support, is a pivotal administrative partner responsible for ensuring seamless coordination and support for the Leadership Team (LT) and Vice Presidents (VPs). This role manages complex calendars, schedules meetings and appointments, and adapts to changing priorities. The Executive Assistant serves as the primary contact between LT/VPs and internal/external stakeholders, ensuring professional communication and efficient workflow. The position also supports governance, Board meetings, office operations, and health and safety initiatives, contributing to a collaborative and high-performing environment.

Key Responsibilities

- Coordinate and maintain complex calendars for LT and VPs, ensuring optimal scheduling and time management.

- Coordinate catering for LT and VP meetings and events, including menu planning, vendor communication, and ensuring timely delivery and setup to support executive team requirements.

- Schedule meetings and appointments for LT and VPs, adjusting schedules to accommodate unscheduled events and changes.

- Serve as the primary contact between LT/VPs and internal/external stakeholders, screening calls, and routing messages appropriately.

- Organize and prepare agendas, materials, and logistics for LT/VP meetings, ensuring meetings are scheduled with appropriate lead time and participants.

- Book travel, accommodations, and related arrangements for LT and VPs.

- Assist with document preparation, presentations, and reports for Board meetings, Townhalls, and LT offsites.

- Conduct research and compile data for LT/VPs as needed.

- Schedule meetings for leadership team members and advise them of upcoming events.

- Take overall responsibility for planning and implementation of Board meetings, including project management of various reports for the Board.

- Assist with governance of matters and coordinate communication with the Board, including organization of committee meetings and related activities.

- Act as the first point of contact for employees, visitors, and vendors at the Toronto office; greet visitors and clients professionally.

- Act as a fire warden and participate in the office health and safety committee, supporting safety initiatives under the Health and Safety Manager's guidance.

- Sort and distribute mail and internal communications with precision; assist with document management tasks such as printing and photocopying.

- Coordinate interviews on behalf of the HR team as required.

- Provide administrative support to the VP, People, and Culture as required.

Qualifications & Experience

- Proven experience in executive administration, supporting senior leadership teams.

- Strong organizational skills with the ability to manage multiple priorities and adapt to changing schedules.

- Excellent interpersonal and communication skills; able to engage with technical and non-technical audiences.

- Proficiency in calendar management, travel booking, and meeting logistics.

- Experience with document preparation, presentations, and report compilation.

- Ability to handle confidential information with discretion.

- Professional demeanor in greeting and interacting with visitors, clients, and vendors.

- Experience supporting governance and Board-related activities is an asset.

- Familiarity with health and safety practices and willingness to participate in related committees.

- Experience in HR administration, including interview coordination, is preferred.

Success Profile

Top Traits:

1. Growth mindset – consistently seeks to learn and improve

2. Team player with a collaborative and positive approach

3. Strong communicator – up, down, and across the organization

Working Style:

Fast-paced, self-motivated, solutions-oriented

Key Enwave Values:

Teamwork, Evolve Continuously

Work Environment

- Standard work hours: 8:30 AM – 5:00 PM.

- In-office model: 5 days per week in the office.

- Collaborative culture with ongoing transformation—adaptability and growth mindset are key.

At Enwave, we embrace diversity and equal opportunity. We’re committed to accessible hiring practices and will accommodate applicants with accessibility requirements throughout the process.

Join Enwave as an Executive Assistant & Receptionist and play a key role in supporting our mission to decarbonize Toronto and beyond. Your expertise will help power a greener tomorrow!