Office Manager

Job description

What are we looking for? We're looking for an Office Manager to join our team here in Toronto. The Office Manager is responsible for the day-to-day running of the Toronto office, ensuring a well-organized, safe, and welcoming workplace for all staff. The role spans general office administration, health & safety compliance, travel coordination, event coordination support, finance and HR support, acting as a central point of contact for both internal staff and external providers. This role requires strong organizational skills, discretion in handling confidential data, and the ability to manage multiple priorities across departments. If you love variety, take pride in a well-organized inbox, and get a quiet thrill from a process that just works, keep reading. What will you do in this role? In this role as an Office Manager, you'll own the office end-to-end. You'll make sure the CEM Toronto office is a place people want to work, organized, welcoming, and set up for the team to move fast, while supporting Toronto leaders with scheduling, coordination, and execution. Day to day in this role means general upkeep, supply orders and restocking, food orders for meetings and events, security access card/fob setup and distribution, and being the first line on anything office-related that comes up. From time to time, you'll also step in on event coordination supporting workshops, conferences, events, internal sessions, and team gatherings. At CEM, things can move fast and no two weeks look the same, so flexibility and a "sure, I'll figure it out" attitude go a long way. In a nutshell, you will be responsible for: General Office Administration Own day-to-day operations of the Toronto office (space, supplies, vendors, and logistics) keeping it organized, functional, and running smoothly Manage calendars and scheduling for Toronto-based leaders Coordinate board meetings, visitors, and on-site activities Support travel planning and logistics as needed Help establish and maintain team cadence (meetings, check-ins, office rhythms) Act as the go-to person for anything office-related, and the primary point of contact for building management and external providers/vendors. Health and Safety Communicate building-related updates to employees as appropriate Own Health & Safety, Fire Safety, and First Aid compliance, including appointing and training First Aiders and Fire Wardens Event Coordination Coordinate logistics for internal and client-facing events, from small workshops to larger off-site gatherings Manage venue and vendor bookings, catering, AV, and attendee lists Assist with on-site set-up, run-of-day, and post-event wrap-u Help with tracking RSVPs, budgets, and follow-ups so nothing slips through HR & Finance Support Process office and event invoices, expense reports, and vendor payments in coordination with the finance team Track office and event spend against budget, flagging variances early Assist with onboarding and off-boarding, and support recruitment processes Manage the staff birthday list, organizing cards/gifts as appropriate and maintaining relationships with external vendors. Miscellaneous Tasks Perform ad-hoc tasks as needed to support the Toronto office What you’ll bring to this role? Proven experience in office management, administration, or a similar operational support role You're obsessed with detail. Typos, missed steps, and "I'll get to it later" are not your style. You bring positive, outgoing energy to the office. People like working with you, and you like working with people. You thrive in a team environment and you're just as comfortable taking directions as you are running with something on your own. You're organized, proactive, and the kind of person who notices the supply closet and coffee is low before anyone else does. You're comfortable coordinating events end-to-end — venues, vendors, catering, and attendee logistics — and you keep a cool head on event day You are an excellent communicator with impressive interpersonal skills across all levels of the business, and can juggle competing priorities You are not new to health & safety practices and willing to be trained needed You pride in high level of discretion when handling confidential client and employee data, and comfort supporting finance and HR functions accurately Proficiency with CRM platforms (e.g., HubSpot) and Microsoft Office is surely an asset What does success look like in this role? The office runs so smoothly that no one has to think about it: space, supplies, and vendors are handled before anyone has to ask. Toronto leaders' calendars, meetings, and travel are managed without friction. Health & safety, fire safety, and first aid compliance are current, documented, and never a scramble. Events, internal and client-facing, run on time, on budget, and feel effortless to everyone attending. Finance, HR, and marketing colleagues rely on you for accurate, timely support. You're the trusted first point of contact for anything office-related, and new joiners feel welcome from day one. Why join us? Support a team working directly with some of Canada's leading pension funds and institutional investors. Enjoy the agility of a growing firm with the stability of an established global organization. Join a highly collaborative team where your ideas shape how things get done. A hybrid work environment with both in-office and at-home flexibility. A curiosity-driven culture, stronger for its gender, cultural, and intellectual diversity. Ready to make an impact? If you take pride in a well-run office, enjoy the variety of a role that spans operations, events, and everything in between, and get quite satisfaction from things going off without a hitch, we'd love to hear from you. Let's chat! Who are we? We are CEM, a global data and insights firm for institutional investors including pension funds, insurance companies, endowments, foundations, family offices and sovereign wealth funds. Our blue-chip corporate and government clients represent US$16 trillion in assets under management and over 100 million members. We provide them with objective insights to maximize value for money in both investments and pension administration. This helps our clients better understand where they stand and how to improve their performance. By improving our clients' performance, we, in turn, improve the financial well-being of pensioners globally. We were founded in Canada and expanded to the US and UK more than a decade ago. We work together in a small company ambiance where your contributions will be appreciated, and your progress will be directly related to your ability and effort. Working at CEM, you will stretch your creative and analytical abilities while participating in the growth of a headline-making business.