Office Manager

Top Down Ventures; British Columbia; On-site; CAD 50,000 - 65,000; Full time

Job summary

A leading investment firm in Vancouver seeks a dependable Office Manager to ensure a smooth office operation within a dynamic startup environment. The role requires excellent organizational skills, a proactive mindset, and a commitment to supporting multiple teams. Successful candidates will thrive in a fast-paced setting and contribute to a positive workplace culture while benefiting from top-tier health coverage and professional development opportunities.

Benefits

100% extended health and dental coverage

Training and professional development budget

Fully stocked office amenities including organic coffee and an on-site gym

Qualifications

• 3+ years of experience in office administration or executive assistant roles.
• Adaptable and comfortable in a fast-paced environment.
• Professional presence with a desire to support others.

Responsibilities

• Greet visitors and maintain a welcoming office environment.
• Track and manage office supplies and vendor coordination.
• Support executives with administrative tasks and meeting setups.

Skills

Organized

Proactive

Friendly Communication

Resourceful

Tech-savvy

Can-do Mindset

Tools

G-Suite

Slack

Asana

Zoom

Job description

About Us

Top Down is a full-service investment firm providing capital and hands-on scaling expertise to emerging software companies. We specialize in the Managed Service Provider (MSP) and Software-as-a-Service (SaaS) sectors, bringing deep operational, sales, and marketing experience to every investment. Our unique go-to-market platform enables portfolio companies to stay focused on product and execution, while we drive the strategy alongside them.

We’re a team built around the principle of Growth Through Execution, and we are committed to hiring top-tier talent to help our companies scale faster, stronger, and smarter.

Our Values

We have built a culture around three key principles that drive high performance, accountability, and meaningful work:

• Autonomy - We believe people do their best work when they take ownership. That means being trusted to make decisions, solve problems independently, and raise the bar, not waiting for instructions or hand-holding
• Performance - We care about outcomes. Results speak louder than time spent. You’ll be measured by the impact of your work, not how late you stay online
• Passion - We’re a team that’s driven, purpose-oriented, and proud of the wins we create together. We celebrate success, but we’re not here to coast, we’re here to build!

Summary

Reporting into the SVP, People & Culture, Top Down is looking for a dependable, organized, and people-focused Office Manager to keep our downtown Vancouver space running smoothly and efficiently.

As the hub for several dynamic startup companies in our portfolio, our office is a busy and ever-evolving environment, and home to passionate teams building innovative products and services. In this role, you’ll be the friendly face of the office — greeting guests, supporting multiple internal teams, and helping create a workspace that feels thoughtful, efficient, and energizing.

You’ll be the go-to person for everything from vendor coordination and supply management to executive support and maintaining a welcoming, well-organized office environment for multiple teams. We’re looking for someone who brings a resourceful mindset, a can-do attitude, and a genuine willingness to step in and help wherever it’s needed. If you're someone who thrives in a fast-paced setting, enjoys variety in your day, and takes pride in keeping things running smoothly, we’d love to meet you!

What You’ll Be Responsible For —

• Greet visitors and keep shared spaces (kitchen, meeting rooms, reception) tidy, stocked, and welcoming.
• Track and order office supplies, snacks, beverages, and company swag.
• Manage incoming/outgoing mail and handle courier and shipping requests.
• Coordinate with building management and vendors; schedule repairs and cleanings as needed.
• Oversee office access, including keys, fobs, and basic security protocols.
• Set up desks and supplies for new hires; support onboarding in collaboration with People & Culture.
• Partner with People & Culture in coordinating team events and social activities; be a dependable go-to for team support.
• Support leadership executives with items such as shipping, expenses, ordering lunch ins, meeting bookings, and other ad hoc requests.
• Set up internal meetings with AV, video calls, and light refreshments.
• Process office invoices and expenses, update shared calendars, track office budgets, and oversee health and safety supplies and drills.

What We’re Looking For —

• 3+ years of experience in office administration, coordination, and/or executive assistant.
• Organized and proactive — you notice the details, stay one step ahead, and keep things running smoothly.
• Friendly, approachable, and clear in your communication — both written and verbal.
• Adaptable and comfortable wearing multiple hats in a fast-paced, ever-changing environment.
• Resourceful and solution-oriented — you take initiative, find creative solutions and get things done without waiting to be told.
• Tech-savvy and confident using tools like G-Suite, Slack, Asana, and Zoom.
• Professional and polished presence, with a natural desire to support others and contribute to a positive workplace experience.
• A “can-do” mindset and genuine willingness to roll up your sleeves, pitch in wherever needed, and keep things running smoothly for everyone.

** Please note that this role will require this person to be in office 5 days a week.

Perks!

• Work within the Top Down Campus, a collaborative work environment with cross-functional teams, across multiple, rapid-growth SaaS companies at varying stages of growth.
• Top-tier benefits package including 100% extended health and dental coverage.
• Training and professional development budget to help advance your career and skills.
• Experience our premium office space in the heart of downtown and Vancouver’s most prestigious business district, featuring stunning ocean and mountain views.
• Take advantage of fully stocked amenities, including organic local coffee, snacks, food, and an on-site gym.

Join The Team

At Top Down, we firmly believe that Diversity, Equity, Inclusion, and Belonging (DEIB) are essential drivers of innovation and success in the venture capital landscape. We are dedicated to cultivating an environment where every individual's unique experiences and perspectives are not only respected but also integral to our decision-making processes. Our commitment to DEIB permeates our culture, shaping how we operate as we strive to build a more inclusive future.

Join our team and become part of a community that champions diversity, promotes fairness, and ensures equal opportunities for all. Together, we're fostering an ecosystem where diverse voices are not just recognized but amplified, where everyone is valued, and where each individual can reach their full potential.

We invite all qualified candidates to apply. Please note, you must be eligible to work in Canada to be considered for this role and priority will be given to local applicants. We thank everyone for their interest, however, only successful applicants will be contacted.

For more information on us, check out our website: https://www.topdown.com/

Please no recruiters or phone calls.