Office Manager and admin assistant

As part time Office Manager and admin assistant, You’ll be embedded into the heart of Wingbuddy’s team. You’ll drive execution and efficiency behind the scenes, ensuring a welcoming and organized environment for both our team and visitors. You'll act as a cultural steward who helps us show up better for one another every day, while also ensuring our physical space reflects the care and professionalism we bring to our travelers. From managing office operations and maintaining a pristine environment to building systems that scale, you will be essential to how we work and how it feels to work here. You’ll also bring a modern mindset to the role—comfortable with AI tools, eager to experiment, and always looking for ways to work smarter, not just harder.

What You’ll Do

Office & Culture Management

• Own the day-to-day management of our Montreal office

  • Office supplies, inventory, facilities, maintenance, snacks, and vendors

• Coordinate internal events, potlucks, off-sites, town halls, and more

• Ensure new hires feel welcomed, prepared, and proud on Day 1

• Elevate our space—it should always reflect the care we bring to our travelers

• Keep the office tidy, organized, and aligned with our company’s aesthetic

• Warmly welcome all visitors, ensuring they feel comfortable and supported during their time in our offices.

• Consistently keep the office tidy, organized, and aligned with our company’s aesthetic, with a strong focus on common areas and meeting spaces.

• Proactively maintain a clean and organized kitchen, ensuring it is always ready for use.

Executive Support

• Manage travel and expense management for the CEO and COO

• Help prepare leadership meetings, company updates, and key documents

• Proactively anticipate executive needs related to office comfort, supplies, and visitor arrangements.

• Assist in preparing office spaces for executive meetings and important visitor arrivals, ensuring they are pristine and welcoming.

AI & Efficiency Enablement

• Use tools like ChatGPT, Jira, Google Workspace, Slack, and others to:

  • Summarize key meetings or emails to ensure executive follow-up

  • Draft communications, reports, or playbooks

  • Build internal templates or checklists

What You Bring

• 3+ years in executive support, office management, or operations in a fast-paced environment

• Experience supporting C-level executives and high-performing teams

• You are obsessed with details, deadlines, and elegant systems

• Excellent communication skills in English and French (written and spoken)

• A warm, proactive, high-EQ presence—you make people feel seen and supported

• Familiarity with AI tools and enthusiasm for leveraging them at work

• Comfortable acting with urgency, grace, and full ownership

• Experience in travel, tech, or startup culture is an asset

Why Wingbuddy

• A purpose-driven mission that brings people together through travel

• A growing company where your work truly matters

• Supportive, humble, and passionate teammates

• Meaningful team events and rich internal culture

• Competitive salary and benefits

• Great coffee, snacks, and plenty of team spirit that you will directly contribute towards

If you’re looking to do meaningful work, support thoughtful leaders, and help shape the soul of a company, this is truly the place for you.