Administrative Manager & C-Suite Executive Assistant

Company OverviewMobii Systems Group is a leading sports broadcasting technology company providing cloud-based automated production platforms powered by AI and Computer Vision. With clients spanning global sports organizations and a growing international presence, we deliver cutting-edge solutions that transform live sports production and broadcasting.Position OverviewMobii Systems is seeking an experienced Administrative Manager & C-Suite Executive Assistant to lead administrative operations at our Oakville head office while providing high-level executive support to our Chief Executive Officer (CEO) and Chief Operating Officer (COO). This is a dual-function role requiring a seasoned professional who can seamlessly balance strategic executive assistance with comprehensive office and administrative management.The ideal candidate will bring proven experience in both executive support at the C-suite level and administrative/office management, with the ability to operate independently, manage multiple stakeholders, and ensure operational excellence across all administrative functions. This role is critical to the efficient operation of our head office and the effectiveness of our executive leadership team.Key ResponsibilitiesExecutive Assistant Functions (CEO & COO Support)Calendar & Schedule ManagementManage complex, dynamic schedules for the CEO (Toronto-based) and COO (Cape Town-based) across multiple time zonesStrategically prioritize meetings, calls, and engagements aligned with business prioritiesAct as gatekeeper, balancing executive access while protecting time for strategic workCoordinate board meetings, investor relations calls, client presentations, and executive team meetingsExecutive Communication ManagementMonitor, prioritize, and respond to high-volume email communication on behalf of executivesDraft correspondence, responses, and communications maintaining the executives' voice and standardsFilter and redirect inquiries to appropriate departments, ensuring executives focus on critical mattersMaintain absolute discretion and confidentiality in all executive communicationsWorkload Delegation & CoordinationServe as primary liaison between CEO, COO, and internal teams across all departmentsCommunicate executive decisions and delegate tasks to relevant departments with clear prioritiesTrack action items from executive meetings and ensure timely completionEscalate delays or issues requiring executive attentionInternational Travel CoordinationManage comprehensive travel arrangements including flights, visas, accommodations, and detailed itinerariesCoordinate with stakeholders to align travel with business objectives and budget parametersProvide real-time support for travel changes and last-minute modificationsEnsure seamless logistics for international business trips and eventsStrategic Executive SupportPrepare and proofread executive-level documents, presentations, reports, and correspondenceConduct background research and prepare briefing materials for meetingsOrganize and coordinate strategy sessions, executive team meetings, and board meetingsPrepare agendas, take minutes, distribute action items, and track follow-upManage executive expense reports, payments, reimbursements, and budget approvalsAdministrative Manager Functions (Head Office Operations)Office Management & OperationsOversee day-to-day operations of the Oakville head office, ensuring a professional, efficient, and well-maintained work environmentManage office space planning, workstation allocation, and facilities optimizationDevelop and implement administrative policies, procedures, and best practicesVendor & Supplier ManagementManage contracts for office services including cleaning, maintenance, IT support, telecommunications, and suppliesEvaluate vendor performance and identify cost-saving opportunitiesProcess vendor invoices and manage administrative budgetsAdministrative Systems & ProcessesImplement and maintain efficient administrative systems for document management, filing, and record-keepingManage office technology and software licenses for administrative functionsEstablish and monitor administrative KPIs and operational metricsContinuously improve processes to enhance operational efficiencyTeam Coordination & HR SupportCoordinate onboarding logistics for new employees (workspace setup, equipment, access)Support with administrative aspects of employee lifecycle eventsManage office events, team meetings, and employee engagement activitiesServe as point of contact for employee office-related inquiries and requestsBudget & Financial AdministrationTrack and report on administrative expenses, identifying variances and cost control opportunitiesProcess purchase orders, invoices, and expense claims for office operationsMaintain financial records for administrative expendituresReception & Visitor ManagementCoordinate client visits, guest access, and meeting room bookingsManage conference room scheduling, setup, and technology supportEnsure professional first impression for all visitors and stakeholdersRequired Qualifications & ExperienceEssential Experience:Minimum 7+ years of progressive experience in administrative management and executive support rolesMinimum 3+ years supporting C-level executives in a fast-paced business environmentProven experience managing office operationsDemonstrated experience coordinating across international time zones and managing global travelTrack record of implementing administrative systems, processes, and efficiency improvementsSkills & Competencies:Organizational ExcellenceExceptional organizational skills with ability to manage complex, overlapping prioritiesStrong project management capabilities with attention to detail and follow-throughAbility to anticipate needs, think ahead, and proactively address issuesCommunication & Interpersonal SkillsSuperior verbal and written communication skillsProfessional presence with ability to represent executives and the companyStrong interpersonal skills to build relationships across all organizational levelsDiplomatic approach to handling sensitive situations and confidential informationTechnical ProficiencyAdvanced proficiency with Microsoft Office Suite and Google WorkspaceExpert-level calendar management (Outlook, Google Calendar)Experience with project management and collaboration tools (Slack, Monday.com)Comfortable with expense management software and basic financial systemsAbility to quickly learn new technologies and software platformsBusiness AcumenUnderstanding of business operations, priorities, and executive decision-makingBudget management experience with ability to track expenses and identify cost savingsVendor negotiation skillsExperience in technology or fast-paced business environments preferredPersonal AttributesProactive & Self-Motivated: Takes initiative, anticipates needs, and acts independentlyDiscretion & Confidentiality: Handles sensitive information with highest level of integrityAdaptability: Thrives in fast-paced environment with changing prioritiesProblem-Solver: Strategic thinker who can resolve issues independently and escalate appropriatelyTime Zone Flexibility: Willing to adjust work hours to accommodate CEO (Toronto) and COO (Cape Town) schedulesMultitasking Excellence: Ability to juggle multiple responsibilities while maintaining quality and meeting deadlinesProfessional Maturity: Exercises sound judgment in all situationsEducational RequirementsBachelor's degree in Business Administration, Communications, Office Management, or related field requiredAdditional certifications in executive assistance, project management (PMP) or office administration (CAP, PACE) are strong assetsContinued professional development in administrative management highly valuedWorking ConditionsLocation: Oakville, ON head office (on-site position)Hours: Standard business hours with flexibility required for time zone coordinationOccasional early morning or evening availability for international meetingsSome travel may be required for company events or executive supportCompensation & BenefitsCompetitive salary commensurate with experience (range based on qualifications)Professional development opportunitiesDynamic and innovative work environment in a fast-growing global technology companyOpportunity to work directly with executive leadership and influence company operationsHow to ApplyIf you are an experienced administrative professional with a proven track record in both executive support and office management, we want to hear from you.Please submit:Resume/CV detailing relevant experienceCover letter specifically addressing:Your experience in C-suite executive supportYour office/administrative management experienceExamples of process improvements or administrative initiatives you've ledYour approach to managing dual priorities (EA + Admin Manager)Submit applications to: careers@mobii.comApplication Deadline: December 15th, 2025Mobii Systems Group is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.