Office Manager (30 hours a week)

Maintain a well organized, clean and well-presented office, including all workspaces, meeting rooms, kitchens, showroom and all other common areas.​

Oversee the management and ensure smooth running of Front of House including ensuring that phone system and office security is managed effectively.​

Coordinate internal and external meetings, and manage meeting room set up, calendar/diary coordination; includes the close management of recurring meetings and ensuring meetings are aligned (attendees, catering, etc.), internal communications​

Design and implement office policies and procedures, including establishing standards and documentation.​

Coordinate the presentation content and logistics of the monthly company stand up (Fire Up Meeting) ​

Organise company functions and events and coordinate involvement in events in collaboration with Marketing and People & Culture teams. ​

Budget management for office operations and amenities.​

Provide administrative support for the NAM Senior Leadership Team (excluding NAM President), which may include expense tracking, report preparation, and monitoring budget adherence.​

Provide ad hoc support for domestic travel logistics, including the organization of multi-leg itineraries and oversight of policy compliance.​

Source and manage vendors for office amenities and facility maintenance, including all consumables (kitchens, bathroom, stationery, first aid kit) and office equipment as well as any trades or service people. ​

Support the general office and wider business by assisting with administrative support and driving culture, engagement and change throughout the company.​

Manage all aspects of Toronto company events.​

Support the People and Culture Team (HR) with administrative assistance as required, in relation to for example Thrive program, onboarding, offboarding, recruitment, OSHA, documentation and administration.​

As required, support the Toronto Leadership Team with ad hoc administration tasks – including, but not limited to, running errands, managing bookings, etc.

Minimum 5 years’ experience in an Office Manager/Senior Administration role​

Previous experience in a medium to large organisation, ideally through a period of growth​

Demonstrated involvement in transforming office processes and facilitating changes in office operations.​

Proficiency in Microsoft office suite (Including Outlook, Teams, PowerPoint, Word, Excel)

Able to exercise a high level of confidentiality. ​

Ability to work autonomously & collaboratively as part of a team environment. ​

Maintain a high level of organization and prioritization.​

Able to exercise effective time management.​

Exceptional customer service skills, with a focus on delivering high quality service to both internal and external stakeholders.​

Ability to adapt to changing priorities, handle unforeseen situations, and work effectively under pressure. ​

Excellent written and verbal communication skills, with negotiation and conflict management skills.​

Ability to undertake process improvements and drive process transformation.