Office & Administrative Manager

illumin Holdings Inc; Toronto; On-site; CAD 50,000 - 70,000; Full time

Job summary

A leading company in the advertising sector is seeking an Office & Administrative Manager to oversee office operations, manage vendor relationships, and support employee engagement. This full-time position requires a detail-oriented professional with strong organizational skills and experience in a high-responsibility administrative role. Join a dynamic team that values initiative and offers professional growth opportunities in a rapidly evolving environment.

Benefits

Professional growth opportunities

Collaborative team culture

Qualifications

• Experience managing sensitive information and competing demands.
• Strong ability to prioritize tasks and build relationships.
• Proven track record in administrative support roles.

Responsibilities

• Manage day-to-day office operations and vendor relationships.
• Track and manage office operations budget and expenses.
• Coordinate employee travel and administrative support.

Skills

Organization

Communication

Detail-oriented

Time Management

Education

Experience as Executive Assistant or similar role

Tools

Microsoft Office

Google Workspace

Job description

Who we are

At illumin, we are transforming the advertising landscape. Our platform offers an integrated space for journey planning, execution, and reporting. It empowers marketers to connect with their audiences in powerful ways through real-time data and easy-to-use visual tools. By seamlessly combining media planning and buying in an intuitive interface, marketers can take complete control of their campaigns, meeting customers wherever they are in the buying journey and maximizing the impact of their ad spend through personalized insights for smarter decision-making.

We are at a pivotal moment, evolving into a product-led company with a team of over 100 skilled professionals and new leadership guiding our path forward. By harnessing the power of data, advancing our AI capabilities, and deeply investing in our people, we are preparing for a future that will redefine what’s possible in journey advertising.

Our work is guided by two beliefs: that the ability to execute is paramount to success and that we are only as good as our people. As we grow and transform, we are looking for team members (illumineers) who share our bias for speed, delivery over perfection, and an entrepreneurial mindset. Joining us now is a chance to be part of our transformation.

Who We Need

Reporting to the Vice President, Human Resources, we are seeking an Office & Administrative Manager who thrives behind the scenes, is composed under pressure, and is always thinking two steps ahead. You will be an illumin champion and representative of our organization, creating a professional and welcoming environment that operates seamlessly under your care. In this role, you will take full responsibility for the day-to-day office operations, managing vendors, budgets, travel arrangements, and supporting seasonal and cultural events to promote employee engagement. You will have the autonomy to streamline workflows, introduce improvements, and elevate how the office operates.

This is a full-time position working 3- 4 days per week onsite.

Who You Are

You see a mess and make a system, catch details others miss, and take pride in being the supportive pillar and subject matter expert in all things office-related. You are comfortable working autonomously, prioritizing competing tasks, and making decisions without continuous direction. You can build strong relationships across all levels of an organization and bring discretion, initiative, and exceptional attention to detail to everything you do.

What’s in it For You?

Impact. You want to play a vital role in keeping the office operations focused, organized, and moving forward. As the central point of internal contact and the front desk representative of the organization externally, you will interact with all departments, partners, and vendors. Your work will contribute to shaping the experience of everyone who walks through the door, answers a call, or participates in an event or meeting.

Ownership. This is your opportunity to take full responsibility for your domain—from executive scheduling and document preparation to office coordination and vendor management. You will have the autonomy to streamline processes, introduce efficiencies, and elevate how administrative support is delivered.

Professional growth. You will join a company undergoing an exciting transformation where initiative and reliability are rewarded. You will work closely with driven, mission-aligned colleagues in a culture that values trust, teamwork, and mutual respect. Your input will be welcomed, and your contributions will be recognized. You will expand your skills across operations, administration, and communications, with the potential to grow your ownership and influence as the company evolves.

How You Will Make an Impact:

• Oversee office operations. You will manage the day-to-day rhythm of the office, ensuring supplies are stocked, space is organized, and operations run smoothly. You will oversee vendor relationships—including cleaning, maintenance, and IT support—and act as the primary contact for building management. You will coordinate office reconfigurations and ensure the workplace meets health, safety, and accessibility standards.
• Manage budgets and recurring services. You will track and manage the office operations budget, monitor expenses, and identify opportunities for cost-effective improvements. You will oversee recurring programs such as catered lunches, seasonal services, and office deliveries, ensuring consistency and quality across all touchpoints.
• Coordinate travel and administrative support. You will arrange employee travel and accommodations, ensuring bookings align with policy and budget. You will process invoices, liaise with finance, support document workflows, and provide administrative assistance across departments, including meeting coordination and file organization.
• Support employee experience. You will collaborate with Human Resources to support onboarding and offboarding logistics, such as workspace setup, welcome kits, and first-day readiness. You will help execute internal meetings, celebrations, and events by coordinating vendors and onsite logistics.
• Maintain internal systems. You will manage office-related documentation and internal tools, including seating charts, intranet pages, and workplace guides, ensuring information remains up-to-date and accessible.

What You Bring:

• The experience. You have worked as an Executive Assistant, Senior Administrative, or a similar high-responsibility role. You have direct experience and insights from supporting senior leaders, managing sensitive information and competing demands.
• The professionalism. You bring maturity, discretion, and a service-oriented mindset to your work. You are known for your ability to build trust, stay calm under pressure, and handle last-minute changes with grace. You write and speak confidently and professionally. You can create polished documents, take precise meeting notes, and represent the executive team with poise.
• The drive and collaboration. You are highly responsive and thrive in fast-paced, ever-evolving environments. You pivot quickly and are comfortable outside your formal responsibilities to help where needed. You work well with people at all levels, contributing to a respectful, team-first culture. You are comfortable working independently while remaining highly aligned with company priorities.
• The ownership and initiative. You take pride in the quality and accuracy of your work. You are organized, efficient, and always looking for ways to improve workflows and outcomes. You take ownership without waiting to be asked. You anticipate needs, take action, and follow through—ensuring tasks are completed accurately and on time.
• The technical skills. You are highly proficient in Microsoft Office and Google Workspace and comfortable learning new communication, scheduling, and collaboration tools.

What else should you know about us?

We are undergoing a transformative shift. We are embracing change and the opportunities that come with it, empowering every illumineer to innovate, experiment, and bring forward new ideas. Whether accessing new technology, restructuring workflows, or expanding your team, you will have full support if you can make the business case.

We are a broad and diverse team, but we all share a passion for success, a drive to do more, and a love of creating connections. We hire for talent and commitment and provide the guidelines and guidance to elevate skills, knowledge, and abilities across all areas. This is a place where proven methods meet bold ideas, offering opportunities to grow personally and professionally.

Apply Now

If you want to seize the opportunity to impact a company and influence an industry, and you have 70% of what we are looking for, apply now. We can't promise an interview, but we will consider your whole application.

What You Can Expect from Our Interview Process:

• A virtual interview with a Talent Advisor will discuss your interest in the role and background.
• An interview with the VP, Human Resources to share how your experience managing a dynamic office environment and competing demands.
• An interview with the CEO and members of the leadership team to discuss how your approach aligns with the needs of the organization.

Illumin is firmly committed to diversity within its community and welcomes applications from racialized persons/persons of colour, Indigenous People of North America and the world, veterans, persons with disabilities, 2SLGBTQIA+ persons, and those who may contribute to the further diversification of ideas.

We are committed to providing equitable opportunities in employment and to providing a workplace free from discrimination and harassment. We are equally committed to providing an inclusive and accessible workplace. If you require accommodations at any stage of the interview process, please email us at [e-mail].

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