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Office Manager and Executive Assistant

3 weeks ago

Burnaby, Canada TFG Financial Corporation Full time

**JOB PURPOSE**

**In office role: Monday - Friday 8 am to 4 pm**

The Office Manager and Executive Assistant is responsible for the day to day operations of Travelers’ office and ensuring our internal and external customers receive exceptional service and support. The Office Manager and Executive Assistant coordinates and executes office administration and facilities functions by working closely with the Corporate Services Coordinator, provides support to the Human Resources team, provides executive support functions for the Executive team, and assists with special projects and meetings/events.

**Office Manager**
- Works closely with, provides direction and oversees the Corporate Services Coordinator
- Coordinate the flow of information and correspondence with internal and external customers; including incoming and outgoing mail, courier pick-ups, and deliveries
- Maintain office supply inventory including sourcing products, standardizing supplies, and identify opportunities for improvement
- Coordinate and monitor meeting room schedules and maintain room supplies
- Coordinate and lead facilities related projects, including liaison with other service providers
- Liaise with the Landlord on office related matters including parking, building security, and other communication
- Coordinate office renovations and upgrades
- Manage and coordinate Occupational Health and Safety and Fire Warden program
- Prepare monthly expense reports
- Assist in preparing Human Resources documentation and correspondence
- Publish job postings to various job boards
- Complete administrative work related to onboarding of new hires including processing background checks and compiling employee file details
- Coordinate employee onboarding, departure and transfer process
- Plan, organize and coordinate functions and special events

**Executive Assistant**
- Confidential calendar management for the Executive team to coordinate meetings, appointments, and commitments
- Bring forward calendar items for follow up and/or action, issue reminders and follow up on responsibilities
- Manage the flow of information to various team members
- Plan and arrange travel for the Executive team, including booking, itineraries and managing reservations
- Manage Executives’ expenses and prepare reporting on a monthly basis
- Prepare and edit confidential documents and presentations via Microsoft Word, PowerPoint, and Excel
- Plan and manage projects while ensuring completion and accuracy

**KNOWLEDGE, SKILLS AND ABILITIES**
- Ability to maintain confidentiality and handle sensitive issues
- Strong integrity, professionalism and work ethic without sacrificing your ability to have fun on the job
- Exceptional interpersonal skills including strong written and verbal communication skills with high attention to detail
- Proactive, organized and able to handle multiple tasks and adjust priorities, when needed
- Advanced abilities with Microsoft products
- Knowledge of Workforce Now and Visio is an asset
- 3+ years of Office Manager/Executive Assistant experience

**THE BENEFITS**
- Comprehensive medical and dental benefits
- Committed to supporting team members’ health and wellness
- Office is centrally located in Burnaby near the Gilmore Skytrain Station
- Leaders who support your development
- Ability to make a difference and lasting impact
- Opportunity to take on progressively greater accountabilities
- Cross training opportunities within other departments

**THE COMPANY**

TFG Financial Corporation, as part of the Travelers Financial Group of Companies, is one of the largest independent commercial equipment finance companies in Canada. Our mission and purpose is to be our customer’s first choice by making equipment financing easy while providing a wide range financing solutions. Together, through our core principles, we help our partners to achieve what’s important in their business. TFG’s culture is results, recognition and rewards based, with a focus on achieving results in a high performing team environment. TFG is an equal opportunity employer and believes in providing an inclusive workplace where all team members have an opportunity to succeed.