Executive Assistant and Operations Administrator

Executive Support

• 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.

Office Operations & Administration

• 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.

Events, Hospitality & Culture

• 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).

Health, Safety, IT, and HR Support

• 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.

This role supports sustainable food production by enabling efficient operations at an agricultural technology company that helps growers improve sustainability and profitability through digital solutions.

• 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

• 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 Group is a leading agricultural technology company founded in 2010 that helps growers, agronomists, and ag retailers manage over 100 million acres across five countries through crop protection, water management, frost control, automation, and farm management information systems.