Office Manager

Job Description: Office Manager Location: Virtual, Toronto, Ontario, Canada Reports to: CEO 6 month contract with possibility of renewal   Job Profile The Office Manager plays an important role in maintaining a productive and well-functioning company and work environment for employees. The role provides comprehensive support to the CEO and the team and helps contribute to the overall efficiency and effectiveness of the organization. This is a fully remote role with occasional attendance required at the Toronto office.   Key Responsibilities Specific duties and responsibilities include: Administrative Support for the team and the CEO: Provide support to ensure efficient operations, including managing correspondence; overseeing administration for HR, banking insurance, and other key items; managing the calendar for the CEO; and coordinating meetings and appointments across multiple countries. Document and maintain a detailed blueprint for the role to enable others to back up the role as required. Communication and Correspondence: Act as a voice and gatekeeper to the CEO, screening and managing communications, both internally and externally. Serves as a point of contact between employees, management, and external stakeholders. Maintains confidential and sensitive information with the utmost discretion and professionalism. Scheduling and Coordination: Manage schedules and meetings for executives and leadership staff. This includes coordinating domestic and international travel arrangements, and preparing itineraries and meeting agendas. Ensures executives are well-prepared for travel with necessary documentation and information. Proactively anticipates executives' needs and prioritizes tasks as required. Provide general administrative support, including ad-hoc tasks. Human Resources Support: Assist with HR tasks such as recruiting, onboarding and offboarding employees, managing employee records, and coordinating employee benefits. Oversee time off and leave records. Organize and manage electronic HR files and follow up with all Sunlife and payroll registrations as required. Team Meeting Coordination: Organize and coordinate in-person team meetings, handling logistics, budget and travel as required. Prepare meeting agendas, minutes, and follow-up action items as required. Manage Talent Board: Post job opportunities, coordinate vendor onboarding and posts, and document monthly Talent Board metrics. Task Prioritization and Support- Works with CEO and leadership team to prioritize tasks and manage deadlines effectively. Policies and Procedures: Maintain the employee handbook and the health and safety manual. Monitor procedures to ensure compliance with company guidelines and regulations. Technology Management: Oversee the use, maintenance, and licenses of office technology, including computers, software, licenses, URLs, and communication systems. Board Committee Admin Management: Keep track of all the regional committee members, onboarding and offboarding members as required. Prepare agendas and coordinate all in-person and virtual meetings. Company Documentation and Account administration: Assist to document and maintain the documentation about the firm including bank accounts and the organization structure, the list of account and account authorities for each bank account in each market. Ensure team members who resigns are removed from account authorities. Budgeting and Expense Management: Assist in budget planning and monitoring expenses. This may involve tracking office expenses, preparing expense reports, and managing invoices. Skills required: · Exceptional organizational, prioritization, and time management skills · Exceptional communication skills, both written and oral · Ability to anticipate the needs and requirements of the CEO, demonstrating resourcefulness and critical thinking · Ability to handle confidential information with the highest level of discretion · Highly professional demeanour, and ability to represent the CEO and the organization as required · Ability to work well independently. Qualified candidates are invited to submit their resume to Paula@Harbrhr.ca. Site "Office Manager" in the subject line.