Office Manager / Executive Assistant

Office Manager

Toronto, ON | Full-Time

About Next Pathway

Next Pathway is a Toronto-based AI-powered cloud migration and data modernization company helping global enterprises accelerate their transformation to the modern data stack. With proprietary automation, deep engineering expertise, and a rapidly expanding global footprint across North America, the UK, and India, we operate with precision, speed, and high standards.

Role Overview

The Office Manager is a trusted operational anchor for the organization. This individual ensures the seamless day-to-day management of the Toronto headquarters while supporting executive leadership and coordinating key administrative processes, including onboarding and asset management.

This role requires discretion, initiative, exceptional organizational capability, and comfort operating in a fast-paced, growth-oriented environment.

Key Responsibilities

Office Operations

• Oversee daily office management and ensure a professional, organized, and welcoming workspace
• Manage office supplies, vendor relationships, and service providers
• Coordinate maintenance, repairs, and general office upkeep
• Perform light kitchen and hospitality duties
• Ensure meeting rooms are prepared for client and partner visits

Onboarding & Employee Administration

• Coordinate onboarding of new hires, ensuring a seamless first-day experience
• Order and provision laptops, equipment, and office access
• Liaise with IT to ensure systems and credentials are prepared in advance
• Prepare and finalize employment contracts and related documentation
• Maintain organized personnel files and administrative records
• Support offboarding processes including equipment collection and access coordination

Executive & Administrative Support

• Provide administrative support to the CEO and President
• Manage calendars and coordinate meetings
• Prepare meeting materials and assist with follow-ups
• Maintain strict confidentiality on sensitive corporate matters

Travel & Event Coordination

• Book and manage domestic and international travel arrangements
• Coordinate complex executive itineraries and proactively manage changes
• Assist in planning and executing internal meetings and corporate events
• Coordinate venue bookings, catering, and event logistics

Administrative Finance Support

• Collect, organize, and submit receipts and expense documentation
• Support expense tracking and coordination with the finance team
• Assist with invoice tracking and vendor payment coordination
• Overseeing the timely submission and accurate entry of employee timesheets, ensuring all hours are properly recorded, reviewed, and compliant with company policies

Qualifications & Experience

• 2–5+ years experience in office management or executive administrative roles
• Experience supporting senior executives preferred
• Strong organizational and multitasking abilities
• High level of professionalism, discretion, and attention to detail
• Experience coordinating onboarding processes and equipment provisioning
• Familiarity with basic contract administration
• Proficiency in Microsoft Office and Google Workspace
• Experience booking travel and managing vendor relationships

Personal Attributes

• Highly organized and process-oriented
• Proactive and solution-driven
• Strong communicator with a service mindset
• Comfortable operating in a high-growth, entrepreneurial environment
• Calm, discreet, and dependable