Office Manager

1 week ago

Dundas ON LH P, Canada 32ff10d9-09c0-405d-b7e4-23130f02272b Full time $38,000 - $59,990 per year

Job Overview

Are you highly organised, proactive, and ready to support at the highest level?

We're looking for an Office Manager to join our team at Oximio in Hamilton. This is an exciting hybrid role that combines executive support with day-to-day office management and front-office coordination in a purpose-driven organisation dedicated to accelerating research and treatments for all living beings.

Key Responsibilities

  • Coordinate appointments and manage the MD's calendar and schedule.
  • Assist with basic finance administration.
  • Prepare meeting agendas, conduct background research, and take minutes.
  • Produce reports, compose correspondence, and draft documents as needed.
  • Support MD with travel arrangements, itinerary preparation, and expense reconciliation.
  • Serve as the first point of contact for visitors, partners, and business guests, ensuring a professional and welcoming experience.
  • Manage incoming calls and enquiries, directing them efficiently and ensuring a high level of service.
  • Coordinate deliveries, couriers, and office logistics.
  • Organise media appearances and internal/external events.
  • Maintain electronic filing systems; ensure office processes and software are up to date.
  • Oversee general office operations, including workspace readiness, coordinating with IT, and ensuring office upkeep.
  • Purchase office supplies and equipment,maintain appropriate stock levels, and manage vendor relationships.
  • Support the creation of presentations and management-level reports.
  • Build and maintain strong working relationships with key departments and stakeholders.
  • Assist with payroll administration, including collecting/validating timesheets and preparing payroll inputs in coordination with HR/Finance.
  • Support HR administration such as onboarding and offboarding, maintaining employee records, and coordinating orientation activities.

Qualifications

  • Demonstrable experience in office administration, executive support, or a similar role.
  • Experience with payroll coordination, HR administration, or finance support is an asset.
  • Experience handling highly confidential information with professionalism.
  • Excellent computer skills, with strong proficiency in Microsoft Word, Excel, Outlook and PowerPoint.
  • Strong numeracy skills.
  • Exceptional attention to detail and accuracy.
  • Excellent organisational and planning skills in a fast-paced environment.
  • Ability to multitask and manage competing priorities.
  • Clear, caring and honest communication skills.
  • Fluent written and verbal English

Personal Qualities

  • Reliable, punctual and organised.
  • Diplomatic and discreet.
  • Logical, methodical, and detail-oriented.
  • Approachable, with the ability to build trusting relationships across a diverse group and handle sensitive matters with care.
  • Thoughtful, creative problem-solver.
  • Curious, proactive, and eager to continue learning and developing.

Join us to be a pivotal part of an energetic team dedicated to creating an organized, efficient workplace where everyone can thrive

Job Types: Full-time, Permanent

Pay: $3,166.67-$4,999.00 per month

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