Executive Assistant & Office Manager

Quark Expeditions is the leading polar expedition travel company headquartered in Toronto, Canada. We operate cruises to Antarctica and Arctic regions (Greenland, North Canada, Svalbard) on board of 3 modern polar expedition ships – Ultramarine, Ocean Explorer, and World Explorer. Since 1991, Quark has been establishing a tradition of firsts in polar travel: as the first to transit the Northeast Passage with adventure travellers; the first to take travellers to the far side of Antarctica; and the first to circumnavigate the Antarctic continent with guests. Quark Expeditions is part of Travelopia, the world’s leading experiential travel business.

We are looking to hire a highly organized and proactive Executive Assistant & Office Manager to join our team! Reporting to our President, you’ll support our Toronto office in a hybrid capacity, providing executive-level support to senior leaders while coordinating day-to-day office operations, facilities, vendors, health and safety protocols. This dynamic role is ideal for someone who thrives in a faced-paced environment, takes initiative, and enjoys leading a wide variety of responsibilities with shown attention to detail_._What we’ll offer:

• $70,000 to $77,000 / year plus bonus
• 15 vacation days annually and your birthday off!
• Hybrid work environment (in office 3 days / week).
• Health Benefits.
• Familiarization trip - every 2 years

What you’ll do:Executive Assistant

• Provide comprehensive calendar management and administrative support, primarily to the President of Quark Expeditions and other executives.
• Coordinate the general business calendar for president, with a proactive planning approach to reoccurring meetings and meetings to support business activities throughout the year.
• Coordinate schedules, travel plans, and meeting logistics, including pre- and post-meeting follow-ups and material preparation for executive.
• Maintain the Executive Planner tool and travel worksheets; liaise with executives to collect travel information and adjust plans as needed
• Run executive expenses and credit card reconciliations through Expensify/ Concur.
• Assist in preparing PowerPoint presentations and agendas for leadership meetings (e.g., Senior Leadership Team, Business Review Meeting, Townhalls).
• Act as liaison with other Executive Assistants, staff, and external contacts for document sharing, inquiries, and scheduling.
• Handle DocuSign administration and assist with internal application forms and purchase approvals.
• Provide logistical and communication support for internal initiatives, including engagement awards, annual events, social outings.
• Other ad hoc duties as required by the business

Office Management

• Handle mail and courier logistics, including scheduling deliveries and handling drop-offs.
• Health & Safety – Joint Health & Safety Committee ownership. Manage/ arrange inspections; maintain documentation, update SharePoint pages, and chair quarterly JHSC meetings.
• Respond to office-related inquiries (e.g., parking, access cards, general questions) and maintain up-to-date records.
• Provide administrative support for lunch orders, meeting setup, and special events (e.g., holiday party, visitors). Be present for visitor meetings and larger events.
• Supervise daily operations of the Toronto office, ensuring a clean, stocked, and well-functioning workspace. Maintain and troubleshoot basic office fixtures. Maintain an organized office workspace.
• Handle office supplies, grocery, and coffee orders; restock items, clean out fridge, and oversee general kitchen and office tidiness.
• Coordinate with vendors for ad hoc purchases (e.g., equipment, furniture, gifts).
• Liaise with cleaners, repair vendors, and building contacts to arrange services and ensure maintenance is completed.
• Coordinate parking garage access and roster updates; collaborate closely with building management and payroll for related deductions and updates.
• Run office access and intercom system; activate/deactivate building security cards and track usage
• Support hot desk/room booking systems (e.g., Cloud-booking) as needed.
• Support onboarding by ensuring new hires are added to relevant systems and receive proper welcoming information.

What you’ll bring:

• Experience in an Executive Assistant or similar high-level administrative support role.
• Demonstrable track record to handle one-off and time-sensitive matters with a high degree of proactivity, discretion, and good judgment.
• Demonstrable experience running sophisticated calendars and coordinating meetings across multiple time zones.
• Proactive nature, interest to understand the businesses cycle of events and how to best support them
• Strong communication skills with the ability to correspond professionally on behalf of senior executives with internal teams, external collaborators, and partners.
• Tech-savvy and comfortable navigating various systems and tools (e.g., MS Office Suite, expense and travel platforms).
• Experience with AI tools such as Microsoft Copilot an asset
• Ability to maintain strict confidentiality and handle critical information with integrity.
• Highly organized, details oriented, and able to thrive in a fast-paced, constantly evolving environment.

We believe people perform best when they can be their true selves and diverse teams drive better results. We’re committed to fostering a diverse, equitable, and inclusive environment where everyone can succeed.Travelopia ensures an inclusive workplace for all. If you need accommodations during the recruitment process, please inform us here: Talent@Travelopia.com