Office Management - Part-Time Position

Office Management - Part time Position

Start Date: As soon as possible

Workload: 2 days per week (10-15 hours)

About ECCIR

The European-Canadian Centre for Innovation and Research (ECCIR) is a non-profit organization that facilitates the development of European-Canadian research and business relations. ECCIR is based in Edmonton, Alberta. With support from Alberta Innovates and the Government of Alberta, we offer a range of services to corporate stakeholders, universities, and research organisations in support of international relationship-building and networking needs in the innovation space. In this capacity, ECCIR works with various stakeholders such as government officials, industry leaders, and internationally acclaimed researchers. ECCIR is the coordinator of the Enterprise Europe Network (EEN) Canada Consortium.

The Office Manager will organize and coordinate office administration and procedures, in order to ensure organizational effectiveness, efficiency, and safety. The successful office manager is a professional experienced in handling a wide range of administrative duties. The new hire is tech-savvy, and able to work independently with little or no supervision. The candidate has to be well organized, flexible, and enjoys the administrative challenges of supporting an office of employees that work remotely.

This position is initially for one year with the possibility of extension and is subject to grant funding. The position will remain open until a suitable candidate is found.

General responsibilities

• Ensuring filing systems are maintained and current (G Drive and physical files in the office)
• Any other administrative matters as they may arise
• Board management: overseeing preparations of BoD meetings and AGMs, overseeing follow-up from those meetings, ensuring that BoD are kept informed of major developments, managing participation of BoD members in key activities
• Managing deadlines and important calendars (e.g. Master Calendar)
• Working with accountants and bookkeeping services to ensure timely and correct financial management
• Working with bank on all banking operations, such as making sure all payments are carried out on time, credit cards are paid off, and receipts are properly filed
• HR: designing and overseeing contracts with staff members and consultants, supervising interns, responsible for recruiting staff for the office and providing orientation and training to new employees
• Serving as admin for all software related tools (Google Workspace, Zoom, CRM System, Microsoft, Canva, MailChimp, etc.)
• Managing of technical infrastructure, equipment, and office space
• Ensuring office financial objectives are met by preparing (annual) budget for the office, planning the expenditures, analyzing variances, and carrying out necessary corrections that may arise, allocation of cost to projects & timely submission of the annual return

Required Skills & Qualifications

• Knowledge of human resources management practices and procedures
• Excellent time management skills and ability to multitask and prioritize work
• Proven office management, administrative, or assistant experience
• Strong organizational and planning skills
• Knowledge of accounting, data, and administrative management practices and procedures
• Computer skills such as proficiency in Microsoft Office and Google Workspace
• Knowledge of office management responsibilities, systems, and procedures
• Knowledge of clerical practices and procedures
• Attention to detail and problem solving skills
• Excellent written and verbal communication skills

To apply:

Please send your resume and cover letter to [email protected].

Location

Office premises are located in Edmonton. The successful candidate has to be located in Edmonton. This role is based on a hybrid work model in direct consultation with the President. Work primarily takes place at home.

We thank all applicants for their interest; however, only those individuals selected for an interview will be contacted.