Manager of Office Administration

3 weeks ago


Vancouver, Canada First Majestic Silver Corp Full time

**Role Purpose**

Reporting to the CEO, the Manager of Office Administration will supervise a team comprising of an Office Administrator and a Receptionist & Administration Assistant, oversee various administrative functions and office operations, in addition to supporting the CEO. This role will consciously create a workplace culture through carefully curated staff communications and the management of all events, office operations and administrative staff to ensure efficient and effective performance. This role provides confidential executive support and coordination of the administrative functions within the office of the CEO. Critically, this role is the external client interface to represent the office of the CEO.

**Key Responsibilities and Duties**

**Office Administration Responsibilities**:

- Supervising the day-to day operations of the office and the administrative staff.
- Overseeing office reception and administrative tasks.
- Developing, reviewing and improving administrative systems, policies and procedures.
- Ensuring the seamless running of the corporate office including:

- Arriving first at the office in the morning to oversee that the kitchen, stationery rooms and boardrooms, and being the last person to leave the office if the C-Suite and CEO are in-office.
- Managing and overseeing the storerooms and stock control of all inventory including but not limited to Annual/ Sustainability Reports, swag, beverages and cleaning supplies.
- 24-hour availability to be at the office and contactable by the landlord for matters relating to security, after hours access to the office and other emergencies (leaks, electrical issues, server trip switches etc.).
- Managing 2 annual budgets of $1 Million CAD and $800K USD, accounting for large-scale projects, such as sourcing, proofing, shipping, and distribution of branded corporate wear for 1500 staff situated in Mexico, the US, and Canada.
- Hiring, training, leading and evaluating administrative staff, taking corrective action when necessary.
- Management over building lease agreement.
- Overseeing and/or collaborating on ad-hoc projects such as the integration and launch of a new travel management programme and expense reporting programme.

**Executive Assistant to the CEO Responsibilities**:

- Managing, coordinating and scheduling the CEO’s appointments.
- 24-hour availability to be contacted for all concierge-type services related to the role on behalf of the CEO (travel issues, immediacy of response for document provision, calendar rescheduling and other matters).
- Processing expense reports for the CEO, ensuring currency conversions are accurate, receipts are sourced from international vendors and reconciliations completed on time.
- Organizing travel arrangements for the CEO, Board of Directors and C-Suite, which includes logistics management of schedules to obtain flight quotes, secure flight selections, book flights, hotel accommodations and ground transportation. This includes preparation of comprehensive itinerary portfolios for reference, adding individual travel items to calendars and liaising with travel suppliers in foreign countries to ensure specific travel needs are met.
- Maintaining an accurately coordinated and secure document repository of all information required by the CEO and being able to access this and provide relevant information with immediacy.
- Typing and editing reports and correspondence.
- Composing routine letters and memorandums as required.

**Events Management**
- Planning, scheduling and promoting events, including meetings, interviews, orientations, training sessions and team building events. This includes:

- Initiating, scheduling and running the event committee meetings including preparation of agendas and minutes.
- Compiling, managing and monitoring an annual event budget of $300,000.
- Creating, dispatching and managing the event invitations, all RSVPs and specific event requests.
- Securing all activities related to the event with vendors, managing the payment process and ensuring delivery against the contract.
- Ensuring event communication to all staff is comprehensive and timely.
- Setting up for the event and being the last to leave at the end of the event once all bills are settled and signed for.
- Evaluating and tracking the feedback from each event with presentation of post event evaluation to the committee.
- Preparation of all hosting, travel and event requirements for the Board of Directors meetings for up to 20 people, 6-8 times per year with budget of $50,000 CAD. This includes the event management for the company’s Annual General Meeting at which the public, shareholders and staff may be present.
- End-to-end event management of corporate signature events such as the inauguration launch of the company’s new mint.
- Scheduling, preparation and event logistics management for the Quarterly Town Hall meetings for 60+ attendees, four times per year. This includes in-person and online coord


  • Office Manager

    6 months ago


    Vancouver, Canada Earls Head Office Full time

    About Earls Kitchen + Bar - Some 40 years ago, Leroy “Bus” Earl Fuller and his son Stanley Earl Fuller had a simple idea: to create a laid-back burger and beer joint filled with warm, friendly people. The first Earls restaurant opened in Edmonton, Alberta in 1982, and it quickly took off — Earls has never looked back, opening locations across Canada...


  • Vancouver, Canada City of Vancouver Full time

    Main Purpose and Function The Office Administrator – Equity Office provides an extensive range of confidential and sensitive administrative support to the Equity Office, including the Workplace Restoration Program. Led by the Chief Equity Officer, the Equity Office includes a small team (4-8 individuals) of JEDI (justice, equity, diversity,...


  • Vancouver, British Columbia, Canada Cornerstone International Community College of Canada Full time

    About the RoleCornerstone International Community College of Canada seeks a highly skilled and organized Administrative Officer to oversee various administrative tasks.ResponsibilitiesImplement new procedures and review existing ones to ensure efficiency.Evaluate and delegate work to office support staff, prioritizing tasks and ensuring deadlines are...


  • Vancouver, Canada The City of Vancouver Full time

    **Requisition ID**:42309 **Organization** Located on the traditional, ancestral and unceded lands of the xʷməθkʷəy̓əm (Musqueam), Sḵwx̱wú7mesh (Squamish), and səlilwətaɬ (Tsleil-Waututh) Peoples, Vancouver has a commitment to becoming a City of Reconciliation. Vancouver consistently ranks as one of the world’s most liveable and...

  • Office Manager

    6 months ago


    Vancouver, Canada Associated Engineering Group of Companies Full time

    **Job Description**: We are currently searching for an **Office Manager **for our **Vancouver** office. Your responsibilities will include, but not be limited to: - Providing comprehensive administrative support to senior management including scheduling meetings, managing calendars, coordinating travel arrangements, and handling general inquiries. -...

  • Administrative Officer

    6 months ago


    Vancouver, Canada CAREERS360 INSTITUTE OF DEVELOPMENT INC Full time

    Education: - Expérience: **Education**: - Bachelor's degree **Asset languages**: - Tagalog **Tasks**: - Review and evaluate new administrative procedures - Delegate work to office support staff - Establish work priorities and ensure procedures are followed and deadlines are met - Carry out administrative activities of establishment - Co-ordinate and...


  • Vancouver, Canada LGM Financial Services Inc. Full time

    LGM is a national leader in providing warranty, finance, and insurance services to the Canadian automotive industry. Since 1998, LGM has been successfully supplying quality products and leading training solutions to Canadian car dealerships. Dealer partnerships are complemented with the strong backing and support of their automotive manufacturing brands,...

  • Office Manager

    6 months ago


    Vancouver, Canada Chartered Professional Accountants of British Columbia Full time

    **Position: Office Manager** **Reports To: Director, Finance & Corporate Administration** **Contract Type: Indefinite, Full Time** **Job Summary** The Office Manager is responsible for planning and coordinating the day-to-day operations of the Corporate Administration department with a focus on efficiency, time management and service excellence to meet...


  • Vancouver, British Columbia, Canada Gurpreet Ghag Law Group Full time

    Job DescriptionWe are seeking a highly organized and detail-oriented Office Administrator Manager to join our team at Gurpreet Ghag Law Group. The ideal candidate will have excellent administrative skills, be proficient in Microsoft Office, and possess strong communication and interpersonal skills.About the RoleThis is a full-time permanent position with a...


  • Vancouver, Canada Hong Kong Economic and Trade Office (Toronto) Full time

    Applications are invited for the post of Administrative Assistant to serve in the Vancouver Liaison Office (666 Burrard Street, Vancouver, B.C.) of the Hong Kong Economic and Trade Office (Toronto) (“HKETO (Toronto)”). HKETO (Toronto) is the official representative of the Government of the Hong Kong Special Administrative Region in Canada. The...


  • Vancouver, Canada HERITAGE OFFICE FURNISHINGS Full time

    Heritage Office Furnishings is one of the leading suppliers of office furnishings and related services focusing on corporate environments. Established in 1979, The Heritage Group has grown to become the largest full-service dealership in British Columbia, providing challenging and rewarding careers to over 250 employees in the areas of Sales, Administration,...

  • Order Administrator

    6 months ago


    Vancouver, Canada Heritage Office Furnishings Full time

    Do you enjoy balancing a variety of tasks? Do you consider yourself well organized with strong time management and communication skills? If you answered yes, this might be the career for you! Heritage Office Furnishings is looking for an Order Administrator to support the growth and operation of our organization. The Order Administrator contributes to the...


  • Vancouver, Canada HERITAGE OFFICE FURNISHINGS Full time

    Heritage Office Furnishings is one of the leading suppliers of office furnishings and related services focusing on corporate environments. Established in 1979, The Heritage Group has grown to become the largest full-service dealership in British Columbia, providing challenging and rewarding careers to over 250 employees in the areas of Sales, Administration,...

  • Office Administrator

    6 months ago


    Vancouver, Canada uBriGene Biosciences Full time

    **Job Overview**: The Office Administrator plays a crucial role in ensuring the smooth and efficient operation of the office. This position involves a combination of administrative, organizational, and communication tasks to support the overall functioning of the workplace. **Responsibilities**: Front Desk Operations: - Greet and welcome visitors with a...

  • Office Administrator

    6 months ago


    Vancouver, Canada Gillespie-Munro Inc. Full time

    This is a full-time Office Administrator role located on-site in Vancouver, BC. The Office Administrator will be responsible for day-to-day tasks including administrative assistance, communication, customer service, office administration, and using office equipment. **Qualifications** - Advanced Excel Skills - Administrative Assistance and Office...

  • Office Administrator

    6 months ago


    Vancouver, Canada Starlight Investments Full time

    Location - Vancouver, BC Overview Reporting to the VP Asset Management, and on behalf of the Canadian Residential, the Office Administrator will be responsible for the management of all administrative duties, calendar scheduling, internal/external communication and special projects as required. **Responsibilities**: - Provide direct administrative and...

  • Office Administrator

    6 months ago


    Vancouver, Canada Lithium Americas Full time

    Lithium Americas is a development-stage company with a focus on developing a sustainable, diversified supply of lithium chemicals that underpin the future of energy storage and mobile transportation. We unlock value through safe operation of our sites, understanding the key value drivers and needs of our customers and the communities in which we operate, and...


  • Vancouver, Canada Group of Publicly Traded Companies Full time

    The Reception & Office Administrator will be responsible for the following tasks: - General reception (answer phone calls, greet clients) - Liaise with all office suppliers (IT support, telecom, internet, insurance, etc.) - Coordinate communication between the building management and tenants (building announcements, staff key card requests, etc.) - Process...


  • Vancouver, Canada Aura Office Environments Full time

    **Accounting Administrator**: HYBRID VANCOUVER, BC, CANADA. PART-TIME. NOVEMBER 18, 2024 Description About Us Aura is a leading design-build firm in Vancouver, BC. Aura is known for transforming workspace “auras” into environments where people love to work. This is one of the 2 ways that we bring our purpose to life. Aura’s fundamental purpose is...


  • Vancouver, Canada Big Sisters of BC Lower Mainland Full time

    **Mission, Vision and Core Values** Our Mission is to enable life-changing mentoring relationships to ignite the power and potential of young people. Our Vision is that all young people realize their full potential Our Core Values are: - We Champion Potential - Every Connection Counts - Showing Up Matters **Why it’s great to work with us**: Big...