Office Manager

Office Manager

Department: Private Markets Group, Investment Division

Type: Permanent

Location: Sydney, Australia (Hybrid)

Posting Date: January 17, 2025

At OPTrust, paying pensions today, preserving pensions for tomorrow is our mission and business.

When you choose OPTrust, you join a team of smart, talented people who fuel our success and have a passion for pensions. Everyone at OPTrust – from London, Toronto, and Sydney – makes a meaningful impact. Our environment is fast paced, but we find time to have fun and give back to the community as well. Our strength resides in our team members with different backgrounds and perspectives creating an inclusive and fulfilling place to work for everyone.

What OPTrust Offers You

• Unique culture rooted in our core values – collaboration and teamwork, integrity, respect, flexibility, excellence and continuous improvement. 

• A purpose-driven environment where we all work towards the common goal of paying pensions today and preserving pensions for tomorrow. 

• A flexible, hybrid work model. 

• A dedicated inclusion, diversity and equity strategy with meaningful opportunities to participate, including our employee-led resource groups. 

• Extensive professional development opportunities and learning initiatives including access to LinkedIn Learning, guest speakers, tuition reimbursement, professional association memberships, leadership development programs, a mentorship program, monthly professional development time and more. 

• Competitive vacation package and time away from work such as work-life balance days.

About the Role

The Office Manager is responsible for providing senior-level administrative and office management services, working closely and proactively with the Private Market Group (PMG) London team. Maintains and organizes operations and procedures to ensure effectiveness and smooth efficiency throughout the office.

What You’ll Do

• Contribute to achieving effectiveness of management by identifying, prioritizing, and determining urgency of the critical issues for management’s attention and support.

• Coordinate meetings, including Board meetings, both hybrid and in person with internal and external contacts; including prospective and existing management and investment partners, consultants, advisors, and a variety of other parties.

• Liaise with internal/external parties to organize meetings for management, including booking venues, preparing agendas, meeting documentation and catering.

• Maintain management diaries including arranging of travel (and associated travel permits i.e. visas). Manage the travel program locally and provide information and feedback when required.

• Procurement, management, and negotiation of supplier relationships for all office equipment and services.

• Manage the relationship with building management, overseeing lease details, checking space requirements, and ensuring the Business Continuity Plan is kept up to date.

• Maintain a well-organized and efficient office environment including ensuring all health & safety requirements and procedures are being undertaken in line with organizational policies.

• Reception duties (e.g. greeting and directing clients to meeting rooms).

• Managing incoming and outgoing post and courier deliveries with building reception.

• Administer expense and invoice management of the London team using the Concur system in line with organizational expense policy. Liaise with Canadian finance team regarding all Sydney office budget and expenses, other than salary. Perform accounting entries, reconciliation of expenses to produce reports if required.

• Manage reporting including entering data into Customer Relationship Management system.

• Work with the Toronto office to implement and maintain HR objectives, including but not limited to Onboarding, Wellness, Learning & Development, Reward and Recognition, absence tracking and office immigration / Right to Work requirements. Ensure the training budget is met.

• Provide IT support by liaising with our local IT providers and Canadian based internal IT department for regular maintenance, overseeing outage resolution, ordering and installation of IT equipment, including desktops, mobile phones, etc.

• Regulatory Compliance: assist the Senior Managing Director and Head of Developed Asia, Private Markets Group, and the local legal team with management of all OPTrust regulatory requirements in Australia, particularly for our appointed representative, ongoing staff training requirements and compliance reviews.

• Keep all group staff informed of new developments, team updates etc. and maintain a pulse on the group to see where there may be room to provide additional support.

• Coordinate social or other functions for the team. Work with outside parties when the event function is external. Provide recommendations for logistics, distribute event schedules and oversee all the event details as needed.

What You Bring

• 4 years of administrative experience with at least 2 years at a senior executive level in a fast-paced, high-growth organization.  Experience managing and/or procuring office space is an asset.

• University degree is preferred.

• Highly regarded as able to keep confidence and earn the trust and respect of stakeholders.

• Pro-active self-starter and problem solver who initiates ideas and can operate effectively both as a member of small team and autonomously.

• Highly proficient with Microsoft Office (i.e. Word, Excel, PowerPoint), and Adobe applications. 

• Experience of Concur to administer expenses and Smartsheet (or other CRM systems) is an asset.

• Familiarity and experience with Workday HCM is considered an asset

• Extensive travel knowledge and online booking tool is an asset.

• Detail-oriented; ability to multi-task, effective organization skills, ability to learn quickly.

• Effective oral and written communication skills with proven service orientation experience.

• Effective interpersonal skills with a professional demeanor that reinforces a positive impression of OPTrust and facilitates organizational culture development.

• Exemplify OPTrust’s values: collaboration and teamwork, integrity, respect, flexibility, excellence, and continuous improvement. 

Please submit your application via Workday by January 31, 2025.

Serving a membership as diverse as ours and investing in a global market means cultivating an environment that embraces inclusion, diversity, and equity in everything we do. OPTrust is an organization engaged in building on our unique and diverse strengths. We know a diversity of backgrounds, cultures, gender identities and perspectives are critical to achieving our shared goals.

If you require accommodation at any time during the recruitment process, please send a message to [email protected], or discuss your needs with the Talent Acquisition Consultant during the telephone screening. We will do our best to work with you and provide appropriate accommodation.

As an organization we’re seeking ways to respond to the Truth and Reconciliation Commission of Canada’s Call to Action 92. We are working with the Canadian Council for Indigenous Business to build bridges with Indigenous communities and partners, and we have created an employee-led Reconciliation Working Group that will work with Indigenous experts to identify a path to reconciliation for our organization.

We thank all interested applicants, however only those under consideration will be contacted.