Office & Executive Operations Manager, FreshBooks

• 3+ years in office/facilities management or events management with corporate experience, preferably with executive support responsibilities
• Strong customer service orientation and collaboration skills
• Excellent written and verbal communication, with an ability to interact across all levels
• Exceptional organizational skills with a talent for managing multiple tasks and priorities
• Proven ability to identify and implement process improvements
• High level of integrity, with the ability to handle confidential information responsibly
• Experience with front-of-house functions, travel, and expense management
• Proficiency with MS Office Suite and GSuite
• Experience with BambooHR (preferred) or other HRIS systems
• Familiarity with calendar management and scheduling tools

Desirable

• As the Office & Executive Operations Manager, you will support our FreshBooks philosophy by bringing your customer-service mindset to interactions with both our employees and external visitors, ensuring an organized and welcoming office environment
• In addition to managing office operations, you will provide direct administrative support to an executive, assisting with calendar management, scheduling, and operational needs
• Reporting to the VP of Human Resources, you will play a crucial role in ensuring smooth office operations while also supporting executive efficiency and productivity
• You will seek and implement creative ways to enhance our in-office experience and support FreshBooks’ culture, all while keeping budgets in check
• Office Management (roughly 70% of your time)
• Create a welcoming environment as the “Welcome to FreshBooks” committee, greeting visitors, overseeing reception, and managing all front-of-house activities to maintain a warm and professional atmosphere
• Handle office logistics, including facilities maintenance, supply management, and coordinating with vendors to ensure smooth daily operations and a well-stocked, organized office that inspires FreshBookers’ creativity
• Assist with budget planning and monitor expenses, selecting and maintaining vendor relationships to ensure cost-effective, high-quality services
• Lead compliance with health, safety, and security standards, participating in safety committees and addressing any facility-related issues promptly
• Support in-office events in collaboration with cross-functional teams to deliver high-quality experiences that align with FreshBooks’ culture and values and create memorable celebratory moments for our team
• Executive Assistance (roughly 30% of your time)
• Manage the executive’s calendar and coordinate meetings, ensuring efficient use of their time
• Oversee travel arrangements and handle expense reporting to support seamless executive operations
• Act as the executive’s main point of contact for internal and external stakeholders, supporting communication and follow-up on key initiatives