Office Manager

3 days ago

Calgary, Canada Trafigura Full time

Main Purpose:
We are seeking a highly organized and proactive Office Manager to be the backbone of our Calgary office operations and provide dedicated administrative support to our senior leadership. This dual-role position requires a versatile individual who can maintain an efficient office environment while handling sophisticated executive needs in our fast-paced trading environment.

Knowledge Skills and Abilities, Key Responsibilities:
Key Responsibilities

This role is divided into two primary functions: managing the office and providing executive support.

Executive Support- Calendar and Schedule Management: Run and optimize executives' calendars, scheduling meetings and acting as a gatekeeper for their time- Travel Coordination: Arrange comprehensive domestic and international travel including flights, hotels, and ground transportation- Correspondence and Communication: Handle confidential communications with integrity and discretion, serving as point of contact for stakeholders- Meeting Support: Prepare materials, take notes, and follow up on action items to ensure commitments are met- Expense Management: Process expense reports and financial documents with accuracy and timeliness

Office Management- Office Operations: Lead all aspects of daily operations ensuring a clean, safe, and productive work environment- Inventory and Supplies: Handle office supplies, equipment, and vendor relationships- Vendor and Facilities Liaison: Serve as primary contact for vendors and building management- Event Planning: Design and execute corporate events from executive gatherings to large-scale functions- Budget Management: Compile annual office budgets and supervise expenditures- Space Planning: Coordinate office layouts, moves, and workspace optimization- Reception: Build a professional atmosphere for visitors and run front-of-house operations

Qualifications

Required- Confirmed experience (3+ years) in a similar dual-role as both Office Manager and Executive Assistant- Exceptional organizational and time-management skills with ability to prioritize multiple projects- Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint)- Strong written and verbal communication skills with professional demeanor- Track record of handling confidential information with absolute discretion- Proactive problem-solving abilities with capacity to anticipate needs- High level of integrity and professional ethics

Preferred- Bachelor's degree in Business Administration or related field- Experience with project management or expense reporting tools- Corporate event planning experience- Experience in a fast-paced trading or financial environment

What You'll Bring- Adaptability and resilience in a dynamic environment- Polished communication skills with ability to interact confidently at all levels- Strong interpersonal skills and composure under pressure- Detail-orientation with excellent follow-through capabilities
- This in-office role offers variety and challenge, with workload fluctuations providing both exciting peak periods and strategic planning opportunities._

Key Relationships and Department Overview:
Reports to: Director for Canada
Key interfaces: IT Department, HR Department, Global Facilities Management, Executive team

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