About the role

The Office Manager’s role is to handle the day-to-day office operations for the organization, and provide support for the organization’s founding partners. The Office Manager will be responsible for continuously improving office operations on an ongoing basis. They can expect to work with a wide range of team members and on a range of projects. They will have opportunities to grow into other roles and responsibilities as the company scales. The successful candidate will report into our Co-Head of Plan Operations, and can expect to collaborate broadly across the team.

Activities and deliverables are expected to involve:

  • Administrative support: 
    • Provide day-to-day logistical and scheduling support for Common Wealth’s co-founders
    • Provide support to team members by coordinating room and resource booking, as well as making travel arrangements
    • Manage office services by ensuring office procedures and systems are updated and in place, and the physical space is organized and functional
    • Oversee document management and company recordkeeping systems
    • Manage office equipment and supplies, records retention, protection, and disposal of records
    • Assist in troubleshooting IT issues or arranging for technical specialists to resolve issues
    • Participate in the planning and execution of company events, conferences and meetings
    • Support board, steering committee and executive meetings by coordinating schedules and preparing and circulating materials 
  • Finance and accounting: 
    • Manage office accounting functions including invoicing and accounts payable/receivable 
    • Update cash flow forecasting and financial projections to support senior management team in decision-making
    • Work with outside bookkeeper and accountant to ensure the financial integrity of operation and prepare for tax payment and filing
  • People: 
    • Manage office payroll 
    • Provide coordination support for recruitment and hiring efforts, as well as other human resources processes 
    • Assist with onboarding of new team members and ongoing training for team members
    • Organize quarterly team building activities – ensuring events are inclusive in nature and are executed on budget
  • Operational excellence: 
    • In collaboration with Common Wealth’s senior team, recommend ways to further strengthen Common Wealth’s office operations (e.g., through improved policies or processes; technology; standardization / automation; training; data-driven analysis / evaluation)
    • Monitor corporate policies and procedures, ensuring compliance where necessary, working with internal subject matter experts to update and provide staff training when required

The kind of candidate we are looking for

  • Personal attributes
    • Excitement about the mission of the company
    • Excellent organizational skills
    • Strong planning skills
    • Attention to detail
    • Client service orientation
    • Communication skills — ability to listen and communicate effectively (oral and written) and deal with stakeholders such as clients and members
    • Proven diplomacy and tact as well as the ability to quickly establish trusted relationships
    • Effective collaborator with others in the office
    • Flexibility to adapt to a changing environment
  • Professional and educational background requirements
    • Experience in roles that require strong operational, coordination, and organizational abilities
    • Comfort and proficiency working with a variety of IT tools and platforms (we use a combination of Microsoft Office, Google Apps, Dropbox, Slack, Zendesk, and other tools)
  • Professional and educational background assets
    • A post-secondary degree 
    • Experience with office operations and management functions, including finance / accounting, human resources, scheduling, or payroll
    • Experience with customer and client service

How do I apply?

To apply for the role, please send your resume and a 200-word statement of interest in a single PDF document to careers@cwretirement.com with the subject line “Office Manager”.