Executive Assistant and Operations Administrator

• AgTech Breakthrough – Smart Irrigation Company & Pest Management Solution of the Year
• Thrive Top 50
• Google for Startups Accelerator Cohort
• Global Cleantech Top 100

• Manage and maintain the CEO's calendar, scheduling internal and external meetings and appointments with attention to time zone differences.
• Prepare, proofread, and edit high-level documents, presentations, reports, and correspondence on behalf of the CEO and executive team.
• Screen and prioritize incoming communications for the CEO, drafting responses as appropriate and ensuring critical information is flagged immediately.
• Coordinate executive and board meetings, including setting agendas, preparing and distributing pre-read materials, taking minutes, and tracking action items.
• Handle all matters with the highest level of confidentiality and discretion.
• Organize and manage travel logistics for the CEO, including international flights, accommodations, ground transportation, and detailed itineraries.

• Serve as the first point of contact for visitors, clients, and employees, ensuring a warm and professional welcome.
• Manage all incoming communications, including answering calls, emails, and general inquiries, and directing them to the appropriate team or recipient.
• Coordinate all incoming and outgoing couriers and mail distribution.
• Maintain a clean, organized, and positive office environment, including ensuring office space, kitchen, and meeting rooms are clean and stocked daily.
• Coordinate building maintenance, utilities, and services with property management and external service providers (e.g., cleaners and waste removal).
• Act as the primary contact for the building security system, including the setup and management of security key fobs.
• Purchase and replenish all office supplies, food/snacks, and beverages, including proposing sourcing options and budgets for approval.
• Coordinate travel arrangements for team members as needed.
• Provide ad hoc administrative support to the People and Culture team.
• Provide high-level IT support and first-line troubleshooting for office equipment, including coordinating with the global IT team for more complex issues.

• Organize and coordinate team meetings, company events (on and off-site), and staff social events (e.g., occasional lunches, office gatherings, and catering), including logistics such as room bookings, invitations, and setup.
• Act as the social committee coordinator for the Canada region, collaborating with team members throughout the global organization.
• Provide comprehensive hospitality support for out-of-town guests and visitors, including recommending accommodations, coordinating transportation, handling logistics, and scheduling meetings (including room bookings and preparing necessary materials).

• Act as the main point of contact in the office for all onboarding or offboarding activities, including, but not limited to, IT, P&C, and Office programs/set-up and supporting details.
• Be the primary First Aid and Fire Safety Officer, staying up to date on regulations and coordinating necessary training and drills.
• Support health and safety compliance within the workplace, ensuring policies and procedures are followed, and serving as the primary safety point of contact for the Semios Group in the region.
• Function as an expert on meeting room technology to give local support and to troubleshoot issues, escalating for formal IT support as needed.

• Minimum 2 years experience as an executive assistant
• 5+ years of experience in an office administration role
• Strong organizational and multitasking skills with high attention to detail
• Must be tech-savvy and proficient with Microsoft Office/Google Suite tools
• Ability to work independently and prioritize tasks effectively in a fast-paced environment
• Excellent communication, interpersonal, and service-oriented skills
• Positive, can-do attitude
• The role requires flexibility in working hours, including the potential for after-hours support for company events
• Experience working with a global company across diverse time zones
• Experience working with remote teams and managers

• Post-secondary diploma or certification in a related field
• Knowledge of the SaaS industry
• Agriculture sector experience
• IT technical knowledge

• Purposeful Work: Make a global impact by advancing sustainable food production.
• Our People: Work with a fun, collaborative, and supportive team.
• Recharge: Generous vacation policy, company-paid holidays and year-end winter break.
• Prioritize Your Well-Being: Access comprehensive health plans designed to support your physical and mental health.
• Group RRSP, which includes a 3% company paid match after 3 months of employment.
• Office location that is convenient via transit and bike paths.

Semios