Administration Manager

**About Monumental**
Monumental works to advance fair, just and culturally competent initiatives that redefine how cities and governments operate. We are at the frontline of nationally significant projects that build vibrant urban spaces, transform how governments operate, and advance social impact, social equity, community participation, and prosperity for all. We work closely with vital city building institutions across Canada, with a speciic focus on amplifying the voices and leadership of equity-deserving communities. Our portfolio of work includes research and community engagement, designing of systems and prototypes, and bringing ideas to life through creative and eective implementation.

**Key Responsibilities**
- Leadership of the Administrative Team at Monumental, including oversight of CEO scheduling
- Leading the development and implementation of internal organizational systems (i.e. managing Monumental’s technology stack, implementing new systems for workflow and project management, etc.)
- Managing critical B2B relationships with vendors
- Overseeing the effective functioning of Monumental’s IT systems and internal databases
- Providing company-wide project management support
- Helping to host and schedule regular team wide meetings

**How we work**
- Relational: Connections and trust build the foundation for bold change
- Fair: We offer time, curiosity and energy to all, not just some
- Pragmatic: Sometimes being ambitious can mean starting with the basics
- Emergent: We’re responsive, adaptive and nimble

**About the Role**

The Administration & Operations Manager is a key member of the Monumental team, accountable for the delivery and oversight of the core daily, non-inancial administrative work of the company. The Administration & Operations Manager will ensure smooth operations of the organization by leading the building of key internal systems, overseeing the delivery of all administrative, logístical and clerical tasks while also providing support with project-speciic eorts, team gathering, and event planning.

This position reports directly to one of the Monumental Co-CEOs (Zahra Ebrahim). They will be responsible for managing the day to day work of the Executive Assistant and any interns, volunteers or additional administrative sta hired by the organization. The Administration & Operations Manager will carry the spirit of Monumental’s approach to the work, i.e. being relational, fair, pragmatic and emergent in our daily operations and interactions.
- **Core Tasks**_

**Management of Administrative Team**
- Oversight and direction of the day-to-day work of the Executive Assistant
- Lead onboarding of any new administrative staff, interns, or volunteers
- Lead onboarding process for new Monumental staff
- Supporting with onboarding and offboarding subcontractors (e.g. sharing key files, inviting to Slack, etc)

**Internal Systems Management**
- Digital filing and database management (including: managing access and membership to Google Drive folders, filing of contracts, etc.)
- Researching and setting up new systems (e.g. administrative processes, databases, reporting and project management tools) as needed for the organization
- Ensuring that systems are working smoothly and their use is properly documented for future users

**Vendor Management**
- Sourcing options for major purchases and managing procurement
- Connecting and managing relationships with suppliers (e.g. space, IT, etc)
- Managing relationships with core Monumental vendors and providers including: insurance, health benefits, physical space

**IT Management**
- Ensuring that IT systems are up-to-date and meet the needs of the organization
- Connecting with external experts to trouble-shoot any IT related issues
- Managing Monumental’s online drive
- Ensure appropriate cyber security is in place, in line with industry best practices and in compliance with legislation and insurance related requirements

**Office and Office-Share Management**
- Support coordination of access to Monumental’s office-share accounts
- Office manager role when Monumental has temporary or long term office space established, including furnishing of space, directing maintenance of space and working on any policies related to use of permanent office space
- In-charge of relationship management with landlord and facilities staff for temporary or long term office space

**Company Level-Project Management and Coordination**
- Create and maintain overall organizational project management tools (such as Notion boards and GANTS), curating key milestones and timelines provided by Project Leads
- Structure and support weekly project update meetings
- Supporting annual planning
- Planning, coordinating and helping deliver staff meetings, events and retreats - both virtual and in-person (e.g. bi-weekly staff meetings, social events, etc).

**Financial Management and Reporting**
- Support the organizing and submission of invoices and employee expense claims for