OFFICE MANAGER

TorontoJobs.ca is growing!

We are looking for an Office Manager to join our team.

This position reports to the President of TorontoJobs.ca and could either be part-time (20-30 hours per week) or full-time (Monday to Friday, 8:30 a.m. – 5:00 p.m.).
Occasional overtime may be required.

In this role, you will have overall responsibility to ensure that the operations of TorontoJobs.ca and affiliated organizations runs smoothly in all accounting, legal, corporate and administrative areas and provide support to the President of TorontoJobs.ca.

Responsibilities will include (percentages are estimates and will vary from day to day and week to week):

Support for the President (40%)

• Managing of the President’s messages – responding on behalf of the President, filtering, sorting, relaying to other departments, etc.
  • Email
  • Linkedin
    • Including sending out sales messages to prospective clients (using tools like Dripify, Octopus, etc.)
  • Social media
  • Registering the President for events
  • other
• Posting of regular updates on the President’s social media (facebook, twitter, linkedin, Instagram)
• Drafting of correspondence
• Setting up meetings
• Preparation of Linkedin live and virtual event scripts
• Screening / returning of phone calls
• Daily meetings with President on phone or zoom
• Signing off on agreements on behalf of the President when given approval

Operations (40%)

• Ensuring the overall operation of 5 companies
• Working with the management team to ensure the companies have all the support required for sales, marketing, recruiting, events, legal, IT, etc.

• Special projects as needed – for example,
  • Analysis of different service providers
  • Evaluation of hiring grants
  • Website setup
  • Working with external provider(s) to ensure only paying for needed products/services
  • Reviewing all expenses to determine which could be negotiated, eliminated, etc.
• In person meetings when needed
• Internal staff
  • Preparing offers for new employees
  • Dealing with any employee issues other than performance related such as onboarding, computer setup, etc.
  • Setting up / changing of passwords / login information and setting up of computers for new employees
  • Setting up phone extensions for new employees
  • Ensuring employees have the tools needed to do their work
• Coordinating with local high schools and post secondary institutions for coop students
• Negotiating for services, products, etc. on behalf of the company as necessary
• Identify issues, come up with alternatives and problem solve as needed

• Ensuring the smooth operation of the organization – telephone, internet, computers, etc.
• Working with senior management team and checking in with them as to anything needed to run the business more efficiently
• Dealing with investment properties – collection of rent, tenant agreements, arranging for repairs (e.g. plumber, handyman, etc.)
• Other duties as may be assigned

Administrative (15%)

• Dealing with paperwork/mail
• Coordination of internal meetings - scheduling
• Arranging courier as needed
  • Shipping copies of the President’s book
  • Documents, computers, etc.
• Ordering of supplies, food, booking of restaurants, etc. as needed
• Capturing of emails for marketing purposes

Personal Assistant to the President (5%)

• Ordering of any supplies
• Meeting with suppliers, contractors

 
Skills Required

• Experience in a similar role (supporting an executive) would be a significant asset
• Car required (occasional pickups, deliveries needed)
• Problem solver
• Quickbooks Online experience
• Extremely well organized
• Excellent written and oral communication skills
• Excellent computer skills
• Analytical / good researcher
• A take charge person with initiative is a must
• Experience in a staffing firm would be helpful
• Proven track record
• Diplomacy, confidentiality and discretion needed in all dealings

 
To apply, email resumes@torontojobs.ca.