Analyst/Senior Analyst, Admin and Corporate Development

About the role

You will manage the CEO's calendar with precision, coordinating meetings and resolving scheduling conflicts to maintain an efficient and orderly office rhythm. You will coordinate detailed itineraries and reservations for the CEO and senior leaders, ensuring seamless travel and operational logistics. You will plan and execute internal and external events, including town halls, team meetings, employee celebrations, leadership sessions, and signature initiatives from initial concept to final execution. You will oversee all event logistics, encompassing venues, vendors, invitations, schedules, catering, technology, materials, and on-site coordination to deliver professional experiences. You will support the day-to-day operation of the office by managing supplies, vendors, meeting rooms, equipment, facilities requests, and workplace needs to maintain an optimal environment. You will identify practical ways to improve administrative processes, office systems, and the overall employee experience through thoughtful analysis and implementation. You will advance corporate development projects and company-wide initiatives by conducting research, planning coordination, and ensuring diligent execution of strategic priorities. You will create clear and professional presentations, reports, briefing materials, trackers, and other documents to communicate complex information effectively. You will support internal communications by drafting company updates, newsletters, presentations, announcements, and event communications with clarity and consistency. You will actively contribute to the life and culture of Optimus SBR, fostering a collaborative and engaging workplace for all colleagues.

Key facts

What you'll do

Coordinate and manage the CEO's calendar, resolve scheduling conflicts, and prioritize daily and strategic commitments with meticulous attention.

Plan and execute comprehensive itineraries and reservations for senior leadership, aligning travel schedules with business objectives and constraints.

Develop and coordinate internal and external events, ensuring alignment with company goals, stakeholder expectations, and operational requirements.

Oversee end-to-end event logistics, including venue selection, vendor management, invitation distribution, scheduling, catering, technology, materials, and on-site execution.

Support the operational efficiency of the office by administering supplies, vendor relationships, meeting rooms, equipment, facilities requests, and evolving workplace needs.

Analyze and improve administrative processes, office systems, and the employee experience through proactive identification of bottlenecks and actionable solutions.

Advance corporate development initiatives by conducting research, planning, and coordinating cross-functional projects and company-wide programs.

Produce clear, professional, and accurate presentations, reports, briefing materials, trackers, and other documents to facilitate decision-making and communication.

Draft and distribute internal communications, including company updates, newsletters, presentations, announcements, and event-related messaging to ensure organizational awareness.

Actively participate in and contribute to the culture, initiatives, and daily life of Optimus SBR, demonstrating commitment to the firm's values and collaborative spirit.

Requirements

Possess up to four years of relevant experience in executive support, office administration, event coordination, business operations, customer service, or a closely related field, with new graduates encouraged to apply if they have relevant co-op, internship, or volunteer experience.

Demonstrate strong organizational and time-management skills, with the proven ability to manage multiple priorities and navigate changing deadlines effectively.

Exhibit excellent attention to detail and a steadfast commitment to producing accurate, high-quality work in all administrative and operational tasks.

Showcase strong written and verbal communication skills, adapting style and tone for diverse audiences and professional contexts.

Employ a proactive, resourceful, and solutions-oriented approach to challenges, taking initiative to identify problems and implement practical resolutions.

Exercise professional judgment and discretion when handling confidential information, stakeholders, and sensitive organizational matters.

Build and maintain positive working relationships with employees, leaders, clients, and vendors through professionalism, empathy, and collaboration.

Leverage experience in coordinating meetings, events, projects, or office activities to anticipate needs and streamline logistical execution.

Apply strong research and problem-solving skills to analyze situations, evaluate options, and recommend effective courses of action.

Demonstrate proficiency with Microsoft Outlook, PowerPoint, Word, and Excel to manage information, create visuals, and support reporting needs.

Operate effectively both independently and within a team environment, balancing autonomy with collaborative contribution to shared objectives.

Accept flexibility to support occasional events, meetings, or urgent priorities outside regular business hours to ensure organizational continuity.

Meet the required education threshold of a University degree, with program and field of study to be determined by the candidate's background and experience.

Practical notes

Interview recording & AI notetakers

During the interview process, we may use transcription or AI notetaking tools. To protect privacy, legal compliance, and interviewer/candidate experience, the use of these tools is not permitted without your prior consent. We will ask for your consent and if you wish to decline, handwritten notes are welcome.