About FreshBooks
FreshBooks is a leading cloud-based SaaS accounting software platform built for small business owners and consistently ranks #1 easiest to use. With an emphasis on keeping things simple and stress-free wherever possible, FreshBooks makes the hard parts of running a business a little bit easier. With Freshbooks, our customers can get paid faster and spend less time on admin and paperwork, so they can focus on what they do best — growing their businesses.
At FreshBooks, we believe in human-centric connections that empower teams to do their best work. Headquartered in Toronto, Canada, our team operates in clusters across North America and Europe using a variety of working environments - remote, hybrid, and in-office - all based on what’s best for the team, collaboration, and mental wellbeing. We are committed to creating a supportive and flexible workplace where everyone can thrive, grow and make an impact on small business owners and accountants.
The Opportunity - Office Manager & Executive Assistant
As the Office Manager & Executive Assistant, 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.
NOTE: This role is on-site at our Toronto office, Monday to Friday, from 8.30 am to 4.30 pm ET.
What you'll do as the Office Manager & Executive Assistant
- Office Management (roughly 60-70% 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 30-40% 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.
What You'll Bring to the Role
- Experience and Skills
- 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.
- Technical Skills
- Proficiency with MS Office Suite and GSuite.
- Experience with BambooHR (preferred) or other HRIS systems.
- Familiarity with calendar management and scheduling tools.
You’ll Stand Out If You Bring
- Experience with Zendesk or similar ticketing systems, Envoy or desk management software.
- Local first aid certification.
We are accepting applications for this role until December 23, 2024. Shortlisted candidates can expect to hear back from us in January 2025.
#LI-CJ1 #LI-Toronto
Why FreshBooks?
At FreshBooks, every team member knows their voice is heard and their contributions matter, making a difference in the lives of millions of small business owners and accountants across the world. Grow your career, work on projects that excite you, and thrive in a supportive and collaborative environment.
Perks & Benefits:
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🩺 Comprehensive health and wellness benefits. Including a retirement savings program or pension plan matched to your local office, stock options for every full-time employee, generous time off, parental leave and new parent support, annual healthy living credit, comprehensive medical and dental benefits, fertility and gender-affirming benefits dependent on your region, and more.
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📚 Perks that matter. Including a Peer Recognition Program, an Employee Assistance Program, headphone credit, meaningful in-person gatherings to bring onsite and remote employees together, and more perks matched to your local cluster.
- 🌱Working environments to help You thrive. Beautiful office spaces welcome you in Toronto, Amsterdam, and San Luis Potosi, and those without access to a FreshBooks office receive a home office credit to set up your home office. We are committed to creating supportive and flexible environments to support the best interests of the team, collaboration, and mental wellbeing.
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🤗 Supportive peer group, mentors, and leaders. We care about each other across the organization and have programs to support this so everyone feels a strong sense of belonging, and believes in collective impact.
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🚀 Accelerated growth. Comprehensive company onboarding, career development through continuous coaching, training, and learning on the job.
Closing
Even if your experience doesn't meet every bullet on the above lists, we'd love to learn more about you and why you think FreshBooks is the next step in your career.
FreshBooks is an equal opportunity employer. We do not discriminate based on gender, religion, race, mental disability, sexual orientation, age, or any other status. All applicants are considered based on their qualifications and merits. At FreshBooks, we inspire an environment of mutual respect and we believe diversity and inclusion are crucial to our success.
FreshBooks provides employment accommodation during the recruitment process. Should you require any accommodation, please indicate this on your application and we will work with you to meet your accessibility needs. For any questions, suggestions or required documents regarding accessibility in a different format, please contact us at phone 1-416-780-2700 and/or [email protected].
