EXECUTIVE ASSISTANT AND 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 travelers; the first to take travelers 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 an Executive Assistant and Office Manager to join our team! Reporting to the President of Quark, you'll provide executive-level support to senior leaders while leading all aspects of day-to-day office operations, facilities, vendors, and health and safety protocols. This dynamic role is ideal for someone who thrives in a fast-paced environment, takes initiative, and enjoys leading a wide variety of responsibilities with strong attention to detail.

• Experience as an Executive Assistant or similar high-level administrative support role.
• Proven track record to handle one-off and time-sensitive matters with a high degree of proactivity, discretion, and good judgment.
• Experience handling complex calendars and coordinating meetings across multiple time zones.
• Proactive nature, interest in understanding the business's 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).
• Ability to maintain strict confidentiality and handle sensitive information with integrity.
• Highly organized, meticulous, and able to thrive in a fast-paced, ever-changing environment.

• Executive Assistant
  • Provide comprehensive calendar management and administrative support, primarily to the President of Quark Expeditions and to 5 other executives.
  • Coordinate the general business calendar for the president, using a proactive planning approach to recurring meetings and meetings that support business activities throughout the year.
  • Coordinate schedules, travel plans, and meeting logistics, including pre- and post-meeting follow-ups and material preparation for the executive.
  • Maintain the Executive Planner tool and travel worksheets; liaise with executives to gather travel information and adjust plans as needed.
  • Handle 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, Townhall).
  • 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, and social outings.
  • Other ad hoc duties as required by the business
• Office Management
  • 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.
  • Be responsible for the daily operations of the Toronto office, ensuring a clean, stocked, and well-functioning workspace.
  • Handle office supplies, grocery, and coffee orders; restock items, clean out fridge, and coordinate 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; liaise with building management and payroll for related deductions and updates.
  • Handle office access and intercom system; activate/deactivate building security cards and track usage.
  • Support onboarding by ensuring new hires are added to relevant systems and receive accurate welcome information.