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Office Administrator


Location: London, ON
Date Posted: Feb 12, 2024

Job Description

Office Administrator

Position Location: London, Ontario, in office Monday - Friday at 100 Dundas Street, London, ON      
Are you a self-starter with innovative ideas who is capable of creating a positive experience for those around you? Are you passionate about organizing and coordinating day-to-day office operations to ensure everything runs effectively and efficiently? If so, you might be exactly who we are looking for!       
??As an Office Administrator, you will be responsible for greeting guests and colleagues, maintaining a clean and well-stocked workplace, and supporting the CEO and Senior Leadership Team as required. This role is part of the People Operations team and reports to the Vice President of People Operations.       
My name is Ann Walton, and I? head up the People Operations department at Voices. The successful candidate for this role will proactively seek opportunities to improve daily operations? at Voices. This could include streamlining processes, enhancing communication, and contributing to the company's success.? We're looking for the type of person who wants to roll up their sleeves and help wherever needed - no reasonable task or project is beneath them.      
The personal profile of the ideal candidate is someone who has a mature and positive attitude. ?They perform at a constant level of excellence and would be considered a responsible and reliable person.They are kind and empathetic but also professionally assertive when needed. ?On slower days, they proactively look for projects and take advantage of Voices's learning and development opportunities.       
This person sees Office Administration as a calling; they are a person of service who embraces this role as a career and truly understands the value and respect this role garners in an organization when performed at an exceptional level.       
If this is you, I want to meet you!         
Roles & Responsibilities          
Reception & Office Administration        
  • Represents Voices by welcoming visitors and colleagues at the front desk and managing the reception area to maintain a professional image.       
  • Determine the nature of visitors' business and provide appropriate information.        
  • Arrange and organize catering requests, including meeting room setup and clean-up coordination.       
  • Perform regular clean audits to ensure that our cleaning partners are effective and offer direction for improvement when appropriate.       
  • Maintain and manage relationships with vendors to ensure a safe and clean office environment.        
  • Maintain and manage a daily morning/evening office audit to ensure all is running smoothly and that the office is clean, organized, and well stocked.       
  • Fulfill assigned onboarding and offboarding duties for our colleagues.       
  • Maintain an inventory of office supplies and equipment.       
  • Make decisions that align with Voices' values, simplicity, trust, action, growth, and empowering community.        
  • Administrative and reception: ordering supplies, mail incoming and outgoing, running errands, greeting guests, etc.       
  • Perform other duties as assigned.  
Projects & Events       
  • Completes projects and special assignments by establishing objectives, determining priorities, managing time, gaining the cooperation of others, and monitoring progress.       
  • Chair the Joint Health and Safety Committee and the Social Committee.        
  • Manage various internal programs within Voices, including but not limited to Weekly Huddle, Rally, Customer Operations Summit, President’s Club, conferences, and more. Tasks include organizing presenters and ensuring they are trained and prepared, managing conversations with colleagues, administrative tasks, booking travel, managing presentation decks and agendas, and more.
Executive Support       
  • Completes a wide variety of administrative tasks for the CEO and Senior Leadership Team, including managing an extremely active calendar of meetings; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.        
  • Plans, coordinates, and ensures the CEO's schedule is followed and respected. Provides a "gatekeeper" and "gateway" role, creating win-win situations for direct access to the CEO's time and office.        
  • Communicates directly with Board members and others on matters related to Voices’ programmatic initiatives.        
  • Provides a bridge for smooth communication between the leadership team and internal departments, demonstrating leadership to maintain credibility, trust, and support with senior management staff.        
  • Work closely and effectively with the CEO to inform them of upcoming commitments and responsibilities, following up appropriately.       
  • Provides leadership to build relationships crucial to the success of the organization and manages a variety of special projects for the CEO, some of which may have organizational impact.        
  • Prioritizes conflicting needs, handles matters expeditiously and proactively, and follows through on projects to successful completion, often with deadline pressures.       
  • Prepares presentations or formats submitted presentations to ensure meeting topics and information are presented in a consistent and easy-to-read format.
Board Support and Liaison        
  • Serves as the CEO’s administrative liaison to our board of directors.       
  • Maintains discretion and confidentiality in relationships with all board members.       
  • Prepare presentation materials and ensure they are accurate, up to date, and prepared with enough notice.
  • University degree or college diploma in Business Administration, Office Administration, or equivalent experience.
  • 3-5 years experience in an administrative environment preferred       
  • Strong communicator with keen listening skills       
  • Curious, creative thinker       
  • Handles sensitive information with the utmost respect and confidentiality       
  • Strategic and tactical implementation skills, as well as superb problem-solving skills        
  • Excellent technical skills (Google Suite including Google Docs, Sheets, Slides, Calendar, and Gmail)       
  • Joint Health and Safety Committee certification is considered an asset.
Life Skills       
  • The ability to navigate and align in a fast-moving workplace environment       
  • Ability to establish and maintain strong professional relationships       
  • Mature, reliable, loyal, pragmatic, and easy-going       
  • Courteous and professionally assertive       
  • A change agent who embraces and effectively supports and communicates organizational change       
  • Takes the initiative, problem-solver, prioritizes workload and makes decisions within the job scope       
  • Excellent time management and organizational skills with strong attention to detail       
  • Ability to work well under pressure and multi-task without supervision       
  • Ability to work independently as well as collaboratively in a positive team environment
Equal Employment Opportunities       
Voices values diversity. We're proud to be an equal opportunity employer and consider qualified applicants without regard to race, color, religion, sex, national origin, ancestry, age, genetic information, sexual orientation, gender identity, marital or family status, veteran status, medical condition or disability.       
Voices is committed to providing accommodation for applicants with disabilities; please let us know if you require an accommodation during the recruitment process.       
Apply Online       
Interested candidates are encouraged to send their cover letter and résumé by completing the online application.  By doing so, your resume is guaranteed to be reviewed.       
Voices thanks all candidates in advance. Only those selected for an interview will be contacted.


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