Assistant, Administrative

Starr Underwriting; Toronto; On-site; CAD 70,000 - 90,000; Full time

Job summary

A leading underwriting company based in Toronto is looking for an Office Operations Manager to oversee daily operations across multiple locations. Responsibilities include managing office administration, event planning, and vendor coordination. The ideal candidate has 3-5 years of experience in a similar role, excellent organizational skills, and proficiency in Microsoft Office Suite. This is a full-time position offering competitive benefits.

Qualifications

• 3-5 years of experience in office administration or a similar role.
• Demonstrated experience in event planning and catering management.
• Proven track record of implementing process improvements.

Responsibilities

• Manage daily office operations for multiple locations.
• Coordinate catering for meetings and events.
• Process equipment requests for new hires and replacements.

Skills

Event planning

Vendor coordination

Organizational skills

Interpersonal skills

Problem-solving

Education

Degree in Business Administration or related field

Tools

Microsoft Office Suite

Project management tools

Job description

What can you expect in this role?

Office Operation Management

• Manage daily office operations for multiple locations, including Definity and Sonnet offices
• Conduct daily office walk-throughs to assess and address operational needs
• Coordinate with facilities for office renovations, maintenance, and repairs
• Handle building access requests, shuttle passes, and parking arrangements for all Definity employees
• Oversee mailroom operations, including distribution and shipping of mail and packages
• Manage Sonnet mail services returned mail upload process
• Coordinate with corporate services for office-related matters
• Serve as the main point of contact for corporate services inquiries
• Manage and update the Obeya Board for Continuous Improvement initiatives (adhoc)
• Coordinate office moves and reconfigurations as needed

Administrative Support and Communication

• Manage the NCE and Sonnet Admin Calendar and update meeting agenda requests
• Process access requests, create service tickets, and troubleshoot issues for entire PI department
• Assist with comprehensive onboarding and offboarding processes across departments
• Handle special requests such as flowers, gift baskets, baby car seats, and volunteer shirts
• Create and track pink slip requests, including waybill creation and mailing
• Manage Definity reservation requests for hoteling stations and meeting rooms
• Provide on-site assistance to Executive Assistants and other departments
• Support AMA/Fireside Chats/Meetings for Senior Leadership Team, including email communication, calendar invites, and room setup
• Assist with communication and coordination for office engagement initiatives and employee resource groups

Cater, Event Management and Food Services Support

• Coordinate catering for meetings, trainings, Sonnet Sprints, and holiday events
• Manage food distribution, labeling, and clean-up during Sprints
• Oversee daily food-related tasks: proper labeling, inventory management, and cleanliness
• Monitor and ensure considerate food portions during events
• Coordinate with vendors for regular food and snack deliveries
• Manage Costco snack inventory and distribution
• Assist with on-site events and employee group activities
• Track daily office attendance for leadership
• Coordinate and assist with office tours for visitors and new employees

Equipment, Supplies, and Facility Management

• Process equipment requests for new hires, replacements, accommodations, and ergonomic needs
• Manage equipment collection process for all departments at Definity location
• Maintain inventory and order office supplies, including coffee supplies, kitchenware, and specialized items
• Perform basic maintenance on office equipment such as coffee machines and lockers
• Manage Definity Plus points requests for Training team & Office Engagement Committee
• Oversee the stocking and maintenance of meeting rooms, including supplies and technology
• Coordinate with facilities for cleaning, maintenance, and repair of various office areas
• Manage the office's environmental controls, including temperature and lighting
• Oversee the maintenance and stocking of kitchen areas, including fridges, dishwashers, and coffee stations
• Coordinate recycling and waste management initiatives

What do you bring to the role?

• Degree in Business Administration, Facility Management, event planning and management or related field preferred
• 3-5 years of experience in office administration or similar role, preferably in a multi-department or multi-location setting
• Demonstrated experience in event planning and catering management
• Proven track record of implementing process improvements in administrative functions
• Experience with facilities management and vendor coordination
• Proficiency in Microsoft Office Suite, project management tools, and other relevant software
• Proficiency in office management software and tools, including Microsoft Office Suite
• Strong organizational and multitasking abilities with attention to detail
• Excellent communication and interpersonal skills
• Advanced problem-solving and decision-making capabilities
• Knowledge of office ergonomics and health and safety regulations
• Familiarity with basic accounting principles for budget tracking and expense management
• Understanding of facilities management and vendor relations
• Ability to manage confidential information with discretion