Office Manager & Executive Assistant

Additionally, the Office Manager provides advanced administrative support to assigned members of the Senior Leadership Team. Handles invoicing process, coordinates procurement and accounts payable processes. Coordinates on boarding for new employees. Under the direction of leadership provides high-level administrative support and coordinates with internal/external parties to carry out necessary department functions.

Specific job duties:

• Ensure office efficiency by maintaining common areas, organizing procedures, handling correspondence, managing file systems, and overseeing supplies and equipment
• Oversee day-to-day office activities as main point of contact and ensure coverage at the reception desk at all times
• Anticipate the needs of the office and the visitors and pro-actively champion a positive visitor experience
• Maintain active contact and relationships with the building management and other tenants at the KOP location
• Provide direct administrative support for assigned executives as needed, including scheduling appointments, calendar management, meetings, and events; booking travel; completing expense reports; maintaining file systems; mailing and shipping packages; and updating contacts database and employee lists
• Oversee and maintain office equipment for uninterrupted function, identify needs and acquire supplies, manage vendor relationships, and coordinate catering/food deliveries when requested
• Manage all aspects of space/infrastructure planning (ex: moves, additions, changes to workstations) and provide answers, resources, and solutions when requested
• Oversee visitors to the office and ensure a friendly, personal and professional experience
• Point person for maintenance, mailing, shipping, supplies, equipment, bills, and errands
• Maintains inventory of office supplies; orders new supplies as needed.
• Responsible for developing and implementing office policies by setting up procedures and standards to guide the operation of the office
• Organize office operations and procedures, including Safety protocols, adherence to fire and evacuation
• Manage relationships with vendors, service providers, and landlord
• Basic understanding of Budgets and Billing process and ability to negotiate optimal rates/value
• Work with the wider team of Administrative Assistants/Exec Assistants/staff across UBC and pitch-in as and when needed for planning and support purposes
• Flexibility and willingness to collaborate and cover for support for other areas as needed
• Responsible for creating PowerPoint slides and making presentations
• Plan, manage and execute local company events
• Stay up to date on local/ area specific information to better support and advise the leadership team for travel, dining and accommodation options
• Responsible for developing standards and promoting activities that enhance operational procedures and local employee engagement
• Other duties and tasks as assigned

Desired Skills and Qualifications:

• Bachelors Degree
• On-site 5 days/week
• Demonstrated proficiency in Microsoft Word, Excel, PowerPoint, Teams/Sharepoint and Microsoft products
• Minimum 3-5 years of experience as an Office Manager
• Minimum of 3-5 years of experience as an Executive Assistant
• Strong organizational and time management skills required
• Excellent written and oral communication skills essential for professional phone and personal contacts
• Ability to keep sensitive information confidential is critical
• Ability to work independently and in a team environment
• Knowledge of business operations and policies is helpful
• Strong ability to multitask, high degree of flexibility and people skills
• Self-starter and pro-active with a focus on customer service