Office Manager & Executive Assistant to the CEO

Clearspace•Toronto, ON

About The Position

Clearspace is transforming the commercial real estate industry by reimagining how offices are designed and built. We’re a truly integrated design-build firm, where design studio meets general contractor, focused exclusively on interior office environments. Our process deeply integrates design, construction, and technology to improve the client experience and create spaces made to work. We’re looking for a highly organized, proactive, and people-oriented Office Manager / Executive Assistant to support both the day-to-day operations of our office and the CEO at Clearspace. This role is ideal for someone who thrives in fast-paced, high-accountability environments and enjoys balancing operational coordination, employee experience, executive support, and office management. You’ll play a key role in keeping our team organized, supported, and operating efficiently while helping create a welcoming and productive workplace culture. The role combines traditional Office Manager responsibilities with Executive Assistant support to the CEO. You’ll oversee office operations, employee onboarding, internal events, travel planning, and executive scheduling while supporting special projects and company initiatives as the business continues to grow. This position requires someone who is highly adaptable, solutions-oriented, detail-focused, and comfortable managing multiple priorities simultaneously. The ideal candidate is professional, resourceful, and able to anticipate needs before they arise. As one of the central coordination points within the business, this role requires strong communication skills, sound judgment, discretion, and the ability to work cross-functionally with employees, leadership, clients, vendors, and external partners.

Requirements

Bachelor’s degree or equivalent work experience.
3–5 years of experience supporting C-level executives while managing office operations in a fast-paced environment.
Exceptional organizational, multitasking, and time management skills with strong attention to detail and follow-through.
Strong written and verbal communication skills with the ability to interact professionally with internal and external stakeholders.
Demonstrated ability to manage projects, operational initiatives, and competing priorities from inception to completion.
Experience coordinating executive calendars, travel, meetings, onboarding, company events, and employee-facing initiatives.
Strong problem-solving skills with the ability to work independently, proactively, and with a high level of discretion and confidentiality.
Strong technology proficiency including Microsoft Office, Microsoft Teams, and AI technologies.
Positive, team-oriented attitude with a willingness to adapt, take ownership, and support evolving business needs in a highly collaborative environment.

Responsibilities

Support and assist staff to foster a welcoming, organized, and productive in-office experience.
Manage office supplies, equipment, meeting rooms, mail, and facility-related requests, ensuring the office remains fully operational and well maintained.
Lead employee onboarding and offboarding including orientations, technology setup, office access, documentation, and HR record management.
Support hiring and recruitment coordination including interview scheduling, candidate communication, and recruitment platform administration.
Draft and distribute internal communications, policy updates, and company-wide announcements.
Plan and coordinate office events, team lunches, townhalls, lunch & learns, holiday events, and employee engagement initiatives.
Lead employee programs and perks including GoodLife, Bike Share, GRSP, and other appreciation initiatives.
Track office-related expenses and support vendor coordination, software access management, and administrative operations.
Coordinate employee and company travel arrangements including accommodations, transportation, and visa requirements where applicable.
Perform other duties and responsibilities as assigned.
Manage the CEO's professional schedule and correspondence for internal and external engagements, acting as a point of contact and liaison for the CEO with both internal and external stakeholders.
Prepare and distribute internal communications, memos, and announcements on behalf of the CEO and the executive team.
Assist with budget preparation and maintain accurate, up-to-date financial records on behalf of the executive team.
Provide operational support to the CEO in connection with organizational changes or special initiatives.
Coordinate all business and personal travel arrangements and accommodations for the CEO.
Organize and manage external meetings, including client meetings and industry forums, ensuring appropriate venues are reserved or reservations are confirmed.
Assist the CEO with a variety of personal tasks as required, exercising a high degree of professionalism and discretion.
Perform other duties and responsibilities as assigned.