Office Manager

With a company culture rooted in collaboration, expertise and innovation, we aim to promote progress and inspire our clients, employees, investors and communities to achieve their greatest potential. Our work is the catalyst that helps others achieve their goals. In short, We Enable Possibility℠.

Position Summary

We are seeking an experienced administrative professional to provide executive-level support and comprehensive office management in a dynamic environment. Reporting directly to the Chief Operations Officer, the ideal candidate will be a skilled relationship builder with the proven ability to collaborate effectively across diverse personality styles and teams.

This role requires a proactive self-starter who works effectively with minimal supervision while maintaining exceptional attention to detail. The Office Manager will play a critical role in ensuring seamless daily operations and supporting our hybrid workforce.

Responsibilities and Accountabilities

Executive Assistant:

• Supports the CEO in all administrative aspects including correspondence management, expense report, client events management and travel arrangements.

• Organize complex calendars and schedules, resolving any scheduling conflicts.

• Conserves the CEO’s time by collecting and reviewing information as needed, in advance of his meetings.

• Supports the CEO in his role with the Board of Directors.

• Actively support planning and execution for Company events (e.g. employee committees, social events, town halls, meetings). Includes venue booking, catering arrangement, preparation of materials, sending invitations, maintain RSVP lists, prepare badges, etc.

• Manage incoming correspondence and ensure that it is routed to the appropriate individuals (mail, phone calls, faxes)

• Liaise with centralized procurement and expense management team and Canadian employees as required

Office Management:

• Ensure the office is well maintained (cleanliness, office and kitchen supplies are appropriate).

• Ensure office equipment are in working order; manage purchases or repairs as necessary.

• Liaise with landlord as appropriate (rental bills, repairs, maintenance).

• Liaise with head office facilities management in the US to ensure the Canadian office environment is well maintained and activities are organized and in synch.

• Support employees with office equipment and supplies (e.g. AV equipment, software for hoteling, mail, faxes, scanning).

• Manage marketing supplies by working with Sales & Distribution team.

• Maintains records, documentation and files.

• Reception duties, including managing main phone number, greeting employees and clients.

• Errands as required

• Administrative finance duties (cheque printing and mailing)

• This position is required to be in the office five days a week to support a Hybrid work environment.

Desired Skills and Abilities:

• Experience in supporting executives. Ability to use discretion, confidentiality and good judgement to handle C-level matters.

• Excellent communication skills, both written and oral, with strong attention to detail

• Ability to think outside the box with a sense of urgency.

• Quick learner

• Ability to take initiative, prioritize time appropriately and work independently with minimal supervision

• Ability to function well in a high-paced environment, performs additional duties as assigned.

• Proficient in Microsoft suite of products (word, excel, power point) and general computing skills

Education

• Bachelor’s degree required.

• 5+ years of related experience required working an executive assistant role.

• 5+ or more experience as an office manager

For individuals assigned or hired to work in the location(s) indicated below, the base salary range is provided. Range is as of the time of posting. Position is incentive eligible.

$65,000 - $80,000/year

• Total individual compensation (base salary, short & long-term incentives) offered will take into account a number of factors including but not limited to geographic location, scope & responsibilities of the role, qualifications, talent availability & specialization as well as business needs. The above pay range may be modified in the future.

• Arch is committed to helping employees succeed through our comprehensive benefits package that includes medical plus dental, vision and prescription drug coverage; a competitive retirement plan with generous matching; Vacation plus 4 Lieu Days per year; up to 12 paid company holidays per year plus 2 paid days of Volunteer Time Off plus 8 Sick Days per year; basic Life and AD&D Insurance as well as Short and Long-Term Disability; Maternity Leave top up of up to 18 weeks and Parental leave top up of 6 weeks; and Tuition Reimbursement.

15200 Arch Insurance Canada Ltd.