Executive Assistant/Office Manager chez Trans Ova Genetics LC

As an Executive Assistant with the URUS Group, you will provide expert-level support to the key members of our management team while serving as a strategic and trusted partner who ensures the smooth execution of daily priorities, meetings, communications, and strategic initiatives. You will be the face of URUS global headquarters office, greeting guests and ensuring a welcoming and inviting space. This role requires excellent organizational skills, discretion, and the ability to anticipate needs while balancing multiple competing priorities.

Key Responsibilities

Executive & Administrative Support

• Provide high-level executive and administrative support to leadership team members.
• Manage complex calendars, prioritize meetings, and coordinate schedules across global teams and external stakeholders.
• Prepare and edit correspondence, PowerPoint presentations, briefing notes, surveys, and reports.
• Serve as a trusted advisor to executive(s), anticipating needs and helping prioritize initiatives. 
• Act as a liaison on behalf of the executive(s) with staff, partners, and external stakeholders.
• Prepare and reconcile executive expense reports and company credit card statements.

Office & Facilities Support

• Responsible for front desk administration including greeting visitors.

• Oversee office operations, including supplies, kitchen needs, IT coordination, and facilities support.
• Oversee the upkeep of the office facilities, manage office supply inventories, and coordinate maintenance requests as needed. 
• Provides support for email correspondence, and coordination of mail and deliveries, including trips to shipping centers as needed. 

• Partners with external vendors and suppliers: i.e. local corporate hotel rates, food and beverage vendors, cleaning services. 

• Manage social functions and employee engagement activities in collaboration with committees.

Meeting & Event Coordination

• Coordinate internal and external meetings. Prepare meeting agendas, materials, and summaries.
• Organize logistics for on- and offsite events, including venue booking, catering, travel, and communications.

Travel Management

• Serve as the main contact for the corporate travel agent; assist with arranging domestic and international travel.
• Handle all travel-related communications and documentation for executives and visitors.

Communication & Correspondence

• Ensure efficient communication between executives, staff, global directors, and URUS head office.
• Route incoming emails, mail, and calls appropriately, maintaining professionalism and confidentiality.

• Work closely with EA’s from URUS and URUS brands to ensure the smooth running of the day-to-day business.

What You Bring

• Proven experience supporting executives in a fast-paced, global environment.
• Exceptional organizational and time management skills with strong attention to detail.
• Ability to handle confidential information with discretion and professionalism.
• Strong written and verbal communication skills.
• Proactive problem-solver who anticipates needs and takes initiative.

Company