Office Assistant

Who We Are:

Enhesa is the leading provider of regulatory and sustainability intelligence worldwide. As a trusted partner, we empower the global business community with the insight to act today and prepare for tomorrow to create a more sustainable future - positively impacting our environment, our health, our safety, and our future. Navigating the fast-changing compliance and sustainability landscapes, we help them understand not just what they should do (first) but also how to do it. Both in their unique business and anywhere in the world. Now and in the future.

Our Mission:

• Identify EHS requirements for the industry
• Provide EHS compliance tools to companies
• Advise companies in developing and implementing corporate EHS strategies

Enhesa’s core clients include Fortune 500 multinational companies. For more information, visit www.enhesa.com

As part of our highly dynamic team, we offer:

• A competitive salary package & benefits with a flexible home-working policy
• Work/life balance and a fast-paced and driven environment
• Accountability and pride for your projects

Overview of the position

The Office Assistant primarily ensures a well-organized, efficient office by managing day-to-day tasks such as greeting visitors, answering calls, handling correspondence, coordinating supplies, and coordinating with vendors. The Office Assistant schedules meetings, manages room bookings, and supports event planning for team gatherings or board meetings. Alongside these duties, the Office Assistant also assists with basic administrative HR tasks such as assisting with onboarding for new hires, updating the organizational chart, and managing Enhesa’s different employee platforms (such as Workero and TravelPerk).

This role requires on-site presence. However, one day of remote work per week may be considered following the initial onboarding period.

Depending on the candidate’s qualifications and preferences, this position can be offered at either 80% or full-time (100%) capacity. 

Main tasks and responsibilities

• Greeting phone calls and mail.
• Ordering and maintaining office supplies, kitchen supplies, and access badges.
• Coordinating with vendors for office repairs and maintenance.
• Managing meeting room bookings for specific events and gatherings.
• Tracking expenses for the Human Resources department.
• Coordinating company events, department gatherings, and board meetings; booking rooms and external venues, coordinating catering/food vendors,…
• Assisting with new employee onboarding; provide office orientation tours, educate new hires on health and safety matters;…
• Ensuring the office environment is clean, organized, decluttered, and welcoming.
• Managing employee platforms such as Workero, TravelPerk. (trainings will be provided for these platforms—you are not expected to know them when applying)
• Updating Enhesa’s global organizational charts with any updates in relation to Enhesa’s staff.
• Helping plan and organize team-building activities, trainings, and workshops to promote a positive workplace culture and to enhance employee morale.

Key requirements

• Education. Minimum High School degree.
• Experience. Minimum 2 years in a similar role (office assistant, receptionist, or administrative assistance, for example).
• Interpersonal Skills. Ability to interact professionally and effectively with employees at all levels, as well as external stakeholders.
• Organizational Abilities. Skilled in managing multiple responsibilities, prioritizing tasks, and handling deadlines.
• Communication Skills. Clear, concise communication in English and French, both written and verbal, for drafting emails, communications, and other documentation.
• Confidentiality and Discretion. Maintaining sensitive employee and organizational information with a high level of confidentiality and professionalism.
• Technical Proficiency. Good working command Microsoft Office Suite 365 (especially Word, basic Excel, and Powerpoint)

If you are ready to join our journey, please apply!

Equal Opportunity Employer
Enhesa is an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, disability status, or any other legally protected characteristic.