Office Manager

The Office Manager is responsible for administrative support and efficient operation of the Foundation office, ensuring the office runs smoothly, and maintains an efficient, clean, and orderly work environment for all staff.

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June 18, 2019

Join Our Team

You may be wondering why we are hiring. BC Women’s Health Foundation is on the precipice of changing the tide on women’s health. We are BC’s largest non-profit organization dedicated to advancing the full spectrum of women’s health. We ensure women have equitable access to the highest quality healthcare when, where, and how they need it.

This position is one of a handful of new opportunities that we have created to ensure there is an equitable investment in women’s health. Learn more about us.

Office Manager

We are seeking an experienced, well organized and dynamic individual (with a sense of humor) who is interested in becoming a part of the team that is going to move the needle on women’s health. Under the general direction of the Director, Operations, the Office Manager is responsible for administrative support and efficient operation of the Foundation office, ensuring the office runs smoothly, and maintains an efficient, clean, and orderly work environment for all staff.

Specific Accountabilities

Administrative Support

  • Organizes, coordinates and maintains all day to day administrative functions for Senior Management, including managing calendars, preparing materials for meetings, compiling expense reports, coordinating registration for conferences/seminars, preparing for other events, and completing small discretionary tasks as required.
  • Provides administrative support to all staff on an as needed basis, including arranging catering, booking meeting rooms, preparing meeting materials, and other ad hoc requests within the scope of the role.

Office Management

  • Manages Foundation Office operational needs, including maintaining supplies and equipment, coordinating facilities’ needs, supervising office moves and IT setups, ordering business cards, etc.
  • Addresses staff queries regarding office management issues (e.g., stationery, printers, common office equipment and spaces, maintenance, housekeeping, etc.)
  • Ensures the cleanliness and efficient function of the office is maintained, liaising with Hospital maintenance and housekeeping as needed. Oversees the kitchen and fridge cleaning schedule.
  • May assist in HR functions, including facilitation of onboarding needs, booking interviews, etc.
  • Acts as main point of contact for main reception area (greets visitors, answers calls, accepts deliveries, etc.).
  • Ensures filing systems are maintained and kept current.
  • Assists with implementation of office policies to guide the operation of the office.
  • Assists in coordination and execution of office activities, including staff socials.
  • Responsible for maintaining a clean, safe, and secure working environment.

General

  • Perform other tasks as assigned by the Senior Leadership Team, consistent with the scope of the job
  • As a member of the Foundation team, The Office Manager is also expected to participate in the Foundation’s Signature Events, or other key events in which all staff are expected to play a role.

Qualifications

Education/Experience

Post-secondary diploma in office administration plus a minimum of five years’ experience as an administrative assistant or office manager, or equivalent combination of education and experience.

Skills and Competencies

  • Excellent written and verbal communication skills and ability to exercise judgement and confidentiality and deal with sensitive information and situations appropriately.
  • Strong organizational and administrative skills with the ability to prioritize workloads, so as to keep several projects progressing to completion simultaneously.
  • Strong interpersonal skills and the ability to work effectively with people at all levels, internal and external to the organization.
  • Ability to work under pressure and produce high quality accurate work in a timely manner, often to deadline.
  • Ability to adapt to change and maintain a positive attitude.
  • Exercise initiative and self-motivation and, at the same time, work effectively in a team environment.
  • Sound abilities to identify problems, evaluate alternatives and make and/or recommend logical, reasoned decisions.
  • Advanced proficiency with Microsoft Office suite of programs specifically Outlook, Word, Excel and PowerPoint.

Interviews will be conducted on an ongoing basis until a successful candidate is placed. To apply, please send your resume and cover letter to: erin.hood@bcwomensfoundation.org