Office Manager

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