Office Administrator - Toronto

Toronto | Toronto | Full-time

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Vested is a fast-growing integrated communications agency focused on the financial services space. One of the top 5 largest financial agencies worldwide, Group Vested is comprised of notable companies, including tech platform Qwoted, marcomms networking community Financial Narrative,  Vested Ventures, Scribe (content studio), Red Lab (digital and dev studio), and more. 

With over 100 employees around the world - New York, London, Toronto, and more - Vested is revolutionizing what a PR & Communications firm can be. Named one of the Best Places to Work in PR, Vested aims to be the most valuable brand in financial communications. 

Vested Office Managers are responsible for the day-to-day support of the Vested office working alongside CEO  and the Vested People Team.  The Office Administrator will support all things related to people, business administration, and maintaining workplace culture and environment. 

 

Responsibilities include but not limited to

  • Owning the calendar for the CEO including scheduling client and team meetings
  • Researching and booking travel arrangements for the CEO in compliance with the agency Travel Policy
  • Organizing receipts for CEO’s expenses and submitting for reimbursement 
  • Supporting the CEO with miscellaneous research projects and tasks
  • Being the face of the agency as the “Chief Greeter” for all visitors 
  • Maintaining the physical office space to a high standard of organization and cleanliness
  • Ordering and receiving catering for agency and client meetings, including meeting room set up and clean up
  • Maintaining office supply inventory and restocking supplies as needed
  • Supporting office processes and planning, including sending/receiving packages and mail, meeting prep and agenda development, and overseeing general office functions 
  • Coordinating any necessary building repairs and ensuring that the building maintenance is being handled in a timely manner
  • Supporting as needed on business initiatives which may include Vested events and programming
  • Supporting People Team with L&D initiatives by scheduling planned Lunch & Learn sessions, workshops and trainings
  • Planning and execution of recurring and one-off regional culture events (summer party, holiday party, team lunches, happy hours, etc)
  • Assisting People Team with local coordination of participation in global culture events and initiatives
  • Planning employee recognition, including gift-giving for milestone events and celebration
  • Scheduling new hire onboarding schedules for orientation and trainings
  • Setting up new hire workstations and new hires schedules including orientation and training
  • Working with offsite IT support to manage IT inventory, including coordinating laptops and supplies for new hires

 

Preferred Skills

  • Proven experience as an office manager and/or Executive Assistant
  • Excellent time management skills
  • Attention to detail
  • Solution oriented
  • Professional written and verbal communication skills
  • Ability to communicate effectively with different team members and leaders across a global company