Our client is a team of professionals who oversee the affairs of a Calgary-based family office, which includes an investment management firm and a private charitable foundation. Their core service is to manage capital responsibly and productively for their clients and, as financial custodians, to serve the best long-term interests of society. They are also responsible for supporting the founder’s family in its social and philanthropic involvement. They strive for the highest level of professionalism in all activities; they are long-term oriented and are principle driven in their decision making.

Their key organizational values are authenticity, curiosity, and intellectual humility. They aspire to have a positive, engaging experience with one another every day. They achieve excellence in their work by applying leading edge, evidence-based research to their strategies and processes. They celebrate and support each other, have fun, and they have an awesome snack cupboard!!

THE ROLE

We are looking for a resourceful, enthusiastic, and self-assured individual to join their team as an Office Administrator. Reporting to the Manager, Client Service & Administration, your role will involve supporting all team members with a variety of administrative tasks.

Our ideal candidate will have the following:

Experience working in a professional environment that requires a high level of confidentiality and compliance to a code of conduct;

• Prior administrative experience in an accounting, investment, or family office environment, would be an asset;
• Post-secondary education in business management or administration is an asset;
• A natural aptitude for being extremely organized, detail-oriented, and able to prioritize;
• Exceptional writing and editing skills, and an inclination towards ongoing enhancement of these skills;
• Proficiency with Microsoft Office (Word, Excel, PowerPoint, Teams, and Outlook) and Adobe;
• Basic knowledge of I.T., including iPhones/iPads, printers, and related software; and,
• A desire to provide high quality administrative support within a small but very busy office, and to work both independently and as part of a team.

KEY RESPONSIBILITIES

General administrative support

• Document and data management, including editing and proofreading documents and blogs while maintaining consistency in all forms of communication;
• Creating binders/folders, photocopying and scanning documents, and paper/electronic filing;
• Provide support to the EA to manage email contacts and calendar entries for the founder;
• Work alongside our third-party I.T. manager to maintain I.T. systems and equipment for the office and founder, including printers, cellphone plan administration, and set-up and troubleshooting for iPads and iPhones;
  
• Backup support in the EA’s absence, including booking, scheduling, and preparing itineraries, travel research, conference registrations, minor after hours support, and liaising with third-party vendors to prepare vacation homes; and,
  
• Backup support in the receptionist’s absence, including coverage of reception desk, routing mail and courier deliveries, and kitchen, office, and boardroom maintenance.

Financial administrative support

• Preparation of expense reports;
  
• Compilation, filing, and submission of various statements and documentation;
  
• Managing accounting inboxes and distributing invoices as required;
  
• Reconciling investor records;
  
• Assisting with the creation of a payment schedule for incoming invoices; and,
  
• Administration of corporate minute books.

Social media

• Participating as a member of the Social Media Committee to:
  
• Develop and execute social media strategies to enhance brand visibility and engagement across various platforms;
  
• Create compelling, on-brand content including posts and graphics;
  
• Monitor and analyze social media metrics to track performance;
  
• Engage with followers and respond to comments/messages; and,
  
• Stay informed about industry trends and platform updates to ensure our social media efforts remain innovative and effective.

Event coordination

• Participating as a member of the Event Committee to:
  
• Coordinate corporate events and team-building activities;
  
• Manage all aspects of event logistics, including venue selection, vendor coordination, budget management, and on-site execution; and,
  
• Evaluate event success through post-event analysis, gathering feedback, and implementing improvements for future events.
  

If this sounds like an excellent opportunity for you, and you meet the above requirements, we look forward to receiving your application!

 

 

Posted On: Friday, April 5, 2024
Compensation: $50 - 60 K