Manager of Administration

First Majestic Silver is a Canadian silver-mining company that operates in Mexico and the United States. We have been in operation for over 20 years and have grown through acquisition and development, into one of the world’s largest primary silver producers. We are publicly traded in the NYSE and TSE under the symbol: AG.

**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.

**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 coordination for Mexico, USA, and Canadian employees.

**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