Office Manager

Canada Life; Toronto; On-site; CAD 44,000 - 75,000; Full time

Job summary

An established industry player is seeking an Office Manager to join their Global Private Debt Investments team in Toronto. This role involves providing vital administrative support, managing travel and expenses, and coordinating meetings. The ideal candidate will excel in a fast-paced environment, demonstrating strong organizational skills and proficiency in Microsoft Office applications. With a focus on detail and the ability to multitask, you will play a key role in ensuring the smooth operation of the team. If you are ready to take on a challenging and rewarding position, this opportunity is perfect for you.

Qualifications

• At least 4 years of experience in an executive support role.
• Strong organizational and time management skills.
• Effective oral and written communication skills.

Responsibilities

• Provide general administrative support and manage travel arrangements.
• Coordinate meetings and oversee reporting activities.
• Assist with managing investment and legal documents.

Skills

Organizational Skills

Time Management

Communication Skills

Critical Thinking

Problem-Solving Skills

Technical Proficiency

Education

Post-secondary degree or diploma

Tools

Microsoft Outlook

Microsoft PowerPoint

Microsoft Word

Microsoft Excel

DocuSign

Job description

Permanent Full Time

Role Description

Our Global Private Debt Investments team is seeking an Office Manager in Toronto, Ontario. Reporting to the Global Head of Private Debt, you will collaborate closely with leadership to provide administrative and organizational support for the global team. The ideal candidate will have a keen eye for detail, excel in handling multiple projects, and work effectively in a fast-paced environment requiring multitasking and strong organizational skills. Proficiency in PC/technical skills is also essential.

What You Will Do

1. Provide general administrative support: serve as a point of contact for visitors, answer phones, respond to inquiries, handle scanning/copying, manage mail, and maintain supplies.
2. Manage travel arrangements and expenses, including conference bookings and schedules.
3. Coordinate and oversee reporting activities, ensuring accuracy and timeliness.
4. Manage calendars and coordinate meetings.
5. Assist with managing and filing investment and legal documents, including preparing documents for signatures via DocuSign.
6. Coordinate logistics for onboarding new staff and leaders, including workspace, phone, computer, and security arrangements.
7. Coordinate department moves and liaise with Facilities Department to ensure smooth transitions.
8. Participate in planning special events such as retirements, Townhalls, and anniversaries.
9. Act as Security Coordinator, managing user ID and data access services for departmental staff and contractors.
10. Process expenses, invoices, and overtime in accordance with company policies.
11. Update and enhance PowerPoint presentations and memos for internal and external audiences.
12. Maintain supplies efficiently, optimizing purchasing and cost management.
13. Perform advanced, diversified administrative duties independently.
14. Provide versatile support within the team beyond traditional administrative roles.

What You Will Bring

1. At least 4 years of experience in an executive support role.
2. Post-secondary degree or diploma.
3. Strong organizational and time management skills with the ability to handle multiple priorities.
4. Flexibility and ability to work both independently and as part of a team.
5. Effective oral and written communication skills.
6. Proficiency in Microsoft Outlook, PowerPoint, Word, and Excel, with the aptitude to learn additional software.
7. Critical thinking and problem-solving skills.

The base salary ranges from $44,900 to $74,800 annually. This does not include variable compensation such as bonuses or commissions. Further details about our total rewards will be discussed if you proceed in the recruitment process.

Applications are reviewed on a rolling basis, with a minimum posting period of 5 business days. We encourage you to apply today and be your best at Canada Life!

Canada Life values diversity and inclusion, fostering a workplace where everyone's background and talents are appreciated. We are committed to accessibility and will provide accommodations during the application process upon request. Please contact [e-mail] for assistance.

Thank you for your interest. Only qualified applicants will be contacted for an interview.