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