Office Administrator

3 months ago

Toronto, Canada Redstone Agency Full time

**Position Closing Date**:

- September 10, 2024_

**_
What is Redstone? _**

Redstone is the largest Association Management Company in Canada. Our vibrant team provides administrative, financial, marketing, and event services for not-for-profit associations all over the world.

**_
What does the opportunity include? _**

**Join a world-class team with a corporate culture like no other **People are our priority. We want you to bring your whole self to work each day.

**Learn and advance within a rapidly growing agency** We value career growth and development by investing in you.

**️ You will have a lot of responsibility and be challenged daily** You have the freedom to provide input and make your clients’ organizations better.

**The scale and scope of what Redstone does will surprise you** The rapid pace of change makes it imperative for us to be smart and open-minded in the way we serve our clients.

Sound like Redstone might be the right place for you? Keep reading

**_What you’ll do: _**

At Redstone, we believe in integrating work with life. In this role, you’ll have the flexibility to tailor your work schedule while playing a key role in managing our vibrant midtown office. While daily office presence is essential, we offer considerable freedom in shaping your onsite hours. We understand that life happens—whether it's illness, childcare, or personal matters—so hybrid and remote work are not just allowed but encouraged when needed. We’re committed to creating an adaptable work environment that suits your unique needs and helps you thrive.

**_
How you’ll do it:_**

**Administrative Support**
- Support the SLT and ELT in building administrative processes and upholding them across the organization.
- Book meetings and secure meeting rooms via Outlook, book off-site meeting locations, record minutes, and upload documents to SharePoint.
- Lead the process development of a desk hoteling system for the Redstone team to reserve workspace at the office.
- Assist in the execution of People & Culture programs and events, including catering, booking accommodations, and coordinating vendor logistics for initiatives including the Summer Social, Holiday Party, and more.
- Liaise with the IT company when necessary.
- Book/arrange for Uber or pick up services for SLT/ELT or clients when necessary.
- Manage the phone systems, including allocating phone extensions and ensuring accurate billing.
- Support the Corporate Bookkeeper with the Redstone expense process for the internal team’s reimbursements.
- Develop training materials and resource guides to support the internal team.Manage our internal onsite storage unit, ensuring files are organized and accessing files for the team as necessary.

**Office Space**
- Be a physical presence in the office and a key resource to the Redstone team.
- Lead Redstone’s move to the new office space, including equipment, furniture, design, and onsite client storage organization.
- Ensure a clean and fully functional office space including printer/fax machine, office lighting, kitchen appliances, etc. Responsible for coordinating the repairment where necessary.
- Ensure office supplies and kitchen essentials are stocked and proactively ordered.
- Manage the maintenance of the fax machine and printer, ensuring sufficient ordering of paper, ink, and relevant office supplies.
- Set up the office boardroom, order food and brew coffee as necessary for SLT/ELT or important Client Meetings.
- Manage mail distribution by accepting packages, signing for deliveries, returning mail to sender, picking up packages, and handing company couriers (billing, coordination, and administration). Weekly trips to the post office may be required.
- Provide ad-hoc operations support to the President, and Senior Leadership Team; supporting with unknown/unanticipated challenges that arise.
- Receive, sort, stamp, and distribute company and client mail.

**_ You’ll thrive in this role if:_**
- You have a Bachelor’s degree or diploma in Business, Business Administration or related field.
- You have 3-5+ years of experience in an office management role.You like a dynamic position where every day is different.

**_Serious bonus points if:_**
- You have worked in a start-up, high growth environment.

**_
Compensation: _**

$60,000 - $69,457.50 base salary based on experience.

Health, drug, dental, and vision benefits.

️‍ Employer paid life insurance.

Paid sick days, personal days, and wellness days.

Paid time off between Christmas and new years.

Summer hours.

**_Redstone life and culture:_**
We’re a full-service boutique agency with a growing team, which means you’ll have a lot of responsibility, be challenged daily, and will work side-by-side with the senior leadership. As a team, we work hard, are client-focused, and like to have fun. We provide our team with opportunities to expand their skillsets while supporting our association clients in diverse industries such as real

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