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Office Manager-short Term Contract

3 weeks ago

Scarborough, Canada BGC East Scarborough (Formally Boys and Girls Club) Full time

The Office Manager plays a pivotal role in supporting the general and financial administrative management to the Club’s Administrative Teams and provides general executive administrative support to the CEO. The purpose of this job is to ensure that the executive is organized and efficient in their day-to-day activities, allowing them to focus on the strategic priorities of the Club.

**Report to: Chief Executive Officer**

**Key Duties and Responsibilities of this position include**:

- Proactively manage the CEO's schedule, anticipating conflicts and making adjustments as needed.
- Prepare meeting materials and ensure that all participants are well-informed and prepared.
- Help the CEO stay on track with goals and initiatives by conducting research and providing recommendations as needed.
- Prepare all reports for the Board Package and take minutes during all Director and Management meetings
- Create the agenda for management meetings
- Prepare monthly expense reconciliation for CEO (mileage, meetings, travel, etc.)
- Manage the workplans, all administrative, PDI, and PC needs of all direct reports:

- Lead the coordination of financial correspondence with the Club’s financial institutions and vendors in preparation for the CEO’s review and approval
- Manage the coordination of all financial reporting, and People & Culture correspondence for monthly Board of Director’s meeting ensuring they are prepared in a timely manner
- Manage administrative communications with funders, sectorial partners, and procurement contracts

**Qualifications**:

- Bachelor's degree in business administration or a related field preferred.
- Excellent organizational and time-management skills.
- Ability to multitask and prioritize effectively.
- Strong interpersonal skills, with the ability to build relationships and work collaboratively with a diverse group of stakeholders.
- Excellent verbal and written communication skills, with a keen eye for detail and accuracy.
- Ability to think creatively and problem-solve on the fly.
- Experience with invoicing and record-keeping preferred.

**Assets should include**:

- Self-starter with the ability to work independently and within an established team structure.
- Analytical and problem-solving skills.
- Effective verbal, presentation and listening communication skills.
- Effective negotiation and mediation skills.
- Effective written communication skills.
- Computer skills including the ability to operate computerized accounting, spreadsheets, and word-processing.
- Time management skills.

**Job Code: OM 2025 -Contract Hours of work**: 37.5 hours per week

Pay: $41,000.00-$55,000.00 per year

Work Location: In person