Office Manager
2 months ago
The Position:
- Dedicated office management professional with experience handling a wide range of administrative, technical and executive-support tasks.
- Skilled relationship builder with the proven ability to work with different personality styles.
- Must be proactive and work with mínimal supervision and have attention to detail
- Reports to the Chief Operations Officer
- This position is required to be in the office five days a week to support a Hybrid work environment.
Job Responsibilities:
**Office Management Responsibilities**
- Ensure the office is well maintained (cleanliness, office and kitchen supplies are appropriate)
- Ensure office equipment are in working order; manage purchases or repairs as necessary
- Liaise with landlord as appropriate (rental bills, repairs, maintenance)
- Liaise with head office facilities management in the US to ensure the Canadian office environment is well maintained and activities are organized and in synch
- Support employees with office equipment and supplies (e.g. AV equipment, software for hoteling, mail, faxes, scanning)
- Assist with employee onboarding and off boarding process working well with HR and IT teams
- Manage marketing supplies by working with Sales & Marketing manager
- Maintains records, documentation and files, particular more complex or sensitive files.
- Reception duties, including managing main phone number, greeting employees and clients.
- Management of Facilities budget, including approving and management of facilities related invoices.
**Administrative Responsibilities**
- Executive team assistance (calendar management, correspondence management, expense report, client events management, travel arrangements)
- Actively support planning and execution for Company events (e.g. employee committees, social events, town halls, meetings). Includes venue booking, catering arrangement, preparation of materials, sending invitations, maintain RSVP lists, prepare badges, etc.
- Manage incoming correspondence and ensure that it is routed to the appropriate individuals (mail, phone calls, faxes)
- Liaise with centralized procurement and expense management team and Canadian employees as required
- Demonstrate business professionalism and confidentiality at all times.
**Other**
- Errands as required
- Administrative finance duties (cheque printing and mailing)
Required Skills/Experience:
- Experience in supporting executives
- Excellent communication skills, both written and oral, with strong attention to detail
- Quick learner
- Ability to take initiative, prioritize time appropriately and work independently with mínimal supervision
- Proficient in Microsoft suite of products (word, excel, power point) and general computing skills
- Five years or more experience as an office manager
- Three years or more experience of administration experience required
**Education**:
- High school diploma or equivalent required
- Associates degree in office administration or related field is preferred
The Company:
Arch Insurance is a global insurer offering our clients superior coverage and service. We embody the Arch guiding principle of focusing on retaining experienced and talented employees to differentiate us from the rest of the pack. Our group operates from offices in the US, Canada, Bermuda, UK, and Australia, providing specialty risk solutions to clients worldwide across a wide range of industries. With nearly 20 years of operating history and strong financial ratings, our track record remains solid.
Arch Insurance employs a disciplined underwriting approach and prudent risk selection across all types of business. Our mission is to provide our insureds with superb coverage and claims handling through careful and diligent underwriting of risks and business-friendly solutions. Across our global operations, Arch Insurance employees are ready to meet your needs with professionalism and excellence.
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