Office and Administrative Manager

T&P; Toronto; Hybrid; CAD 60,000 - 80,000; Full time

Job summary

A dynamic creative agency in Toronto seeks an Office and Administrative Manager to oversee daily operations and support the Executive Team. This hybrid role involves managing office processes, scheduling, travel arrangements, and enhancing internal communications. The ideal candidate has 2-3 years of relevant experience and is highly organized with exceptional communication skills. Contributing to the agency's culture is also key, ensuring alignment with core values.

Qualifications

• 2-3 years of experience in office management or as an executive assistant.
• Strong written and verbal communication skills.
• Proven ability to manage multiple priorities.

Responsibilities

• Lead office operations and maintain an organized environment.
• Manage the Executive Team's calendars and travel arrangements.
• Coordinate events and engage in internal communications.

Skills

Organizational skills

Communication skills

Problem-solving skills

Proactivity

Confidentiality

Job description

The Role: Office and Administrative Manager

We are seeking a highly organized, proactive, and culturally aligned Office and Administrative Manager to be the heart of our agency's operational success. This hybrid role is crucial for ensuring the smooth, efficient, and inspiring daily functioning of our office, providing comprehensive administrative support, and acting as a dedicated support to our Executive Team.

I. Office Management (Approx. 75-80%)

• General Office Management: Lead and oversee daily office operations, ensuring a welcoming, organized, and efficient environment. Greet guests, schedule and coordinate internal and external meetings, manage deliveries, and order office supplies and equipment. Liaise with couriers and external vendors, coordinate maintenance requests, maintain kitchen and common areas, manage supplies, load and unload dishwasher, restock fridge.
• Process & Information Management: Plan, organize, and streamline general office processes. Facilitate seamless information flow to aid other business functions. Develop, review, and continuously improve administrative systems, policies, and procedures. Track office-related invoices and coordinate payment processes with finance. Maintain up-to-date knowledge of organizational and business changes.
• Communications & Engagement: Support internal communications initiatives, including recurring communications, town halls, people news updates, and website/social content. Coordinate new business support activities, ready meeting spaces, manage food and drink arrangements for pitches and presentations. Oversee employee recognition programs, coordinate flowers, gifts, and manage their delivery.
• Events Management: Coordinate special events ranging from regular team meetings and client gatherings to new business pitches and company-wide events and conferences.

II. Administrative Support (Approx. 15-20%)

• Provide administrative support to the Executive Team (CEO, CCO, CSO).
• Calendar Management: Proactively manage complex executive calendars, scheduling appointments, meetings, and travel, considering time zones, priorities, and potential conflicts.
• Travel Arrangements: Coordinate all aspects of executive travel, including flights, accommodations, ground transportation, visas, and detailed itineraries.
• Expense Management: Prepare and submit accurate and timely expense reports, ensuring compliance with company policies.
• Project Management: Assist with special projects, conducting research, gathering data, and tracking progress to ensure timely completion.
• Ad-hoc Support: Respond to diverse ad-hoc requests as needed to support executive initiatives and operational needs.

What We're Looking For / Ideal Candidate

• Proven Experience: 2-3 years of experience in an office management, administrative, and/or executive assistant role, ideally within an agency or fast-paced creative environment. Lead all responsibilities related to the office.
• Results-Oriented Approach: Take ownership of tasks and see them through to completion, ensuring efficiency and effectiveness.
• Proactive & Resourceful: Anticipate needs, identify potential issues, and find creative solutions, demonstrating strong problem-solving skills.
• Strong Communicator: Excellent written and verbal communication skills, interacting professionally and effectively with all levels of staff, clients, and vendors.
• Highly Organized: Exceptional organizational skills with meticulous attention to detail, managing multiple priorities and deadlines.
• Confidentiality: Handle sensitive and confidential information with utmost discretion and integrity.
• Coachability & Growth Mindset: Actively seek and apply feedback to continuously improve skills and performance.
• Ambassador of Culture: Embed and promote T&P’s core values in all interactions, contributing to the overall perception and experience of our agency’s culture.