Office Coordinator

Toronto, ON

Tilray is seeking an enthusiastic and highly skilled Office Coordinator to join our team. The ideal applicant will be a flexible, problem solver, who likes collaborating with others, being around people, and organizing and paying attention to details. The ideal candidate will be excited about providing administrative support to our President, Canada, coordinating engagement and office events, and managing the activities of a burgeoning, vibrant office location in downtown Toronto. This position will work closely with employees and people managers to foster a positive work environment – both virtually and in the physical office. The person in this role must not be afraid to be scrappy and manage short and longer term projects, demonstrating reliability and the ability to implement processes and move deliverables through to completion. 


NOTE: THIS IS POSITION IS ON-SITE (NO REMOTE)

 

Roles and Responsibilities:

Executive Support

  • Compile, proofread and revise drafts of documents, letters and reports
  • Maintain daily record keeping with electronic filing of documents and use of document management system
  • Create and organize information, and generate reference tools for easy use by the office
  • Prepare and format strategic documents and reports
  • Maintain and update databases and tracking systems
  • Produce information by formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics
  • Maintain appointment schedules by planning and scheduling meetings, conferences, teleconferences, tours and travel


Meeting/Event Coordination

  • Coordinate virtual and live office meetings and events such as: Corporate onboarding; Leadership and meeting events; Offsite team events
  • Support the Talent Development team in coordinating and implementing training events across our network of facilities
  • Lead a local employee engagement committee and coordinate, plan and execute in-person and virtual social and charitable giving activities for the office
  • Coordinate catering for board meetings, staff meetings, and other employee events


Facilities

  • Greet and direct visitors, answer incoming phones calls, in-office and virtually
  • Receive, sort, and distribute incoming mail for the office; coordinate pick-up and delivery of express mail services (FedEx, UPS, etc.)
  • Responsible for office COVID protocols; manage team members safe return to the office in accordance with company policy and local regulations
  • Manage local onsite relationships with vendors, service providers, and landlord
  • Manage orders for business-related and office supplies.
  • Serves as the first point of contact for all vendor relationships in the office.
  • Oversees and maintains COVID safety precautions for the office including supplies, communicating changes/updates to employees, and implementing protocols developed by local HR and leadership.
  • Coordinates space, manage ongoing seating plan and maintenance requests.
  • Facilitate ergonomic evaluations.
  • Ensure compliance with building rules and regulations/liaise with building management.
  • Ensuring office resource materials are updated.
  • Coordinating timely payment of office expenses.


Qualifications:

  • Office Administration or Business Administration diploma required
  • At least two years office management/administration experience in a mid-large size office
  • Equivalent combination of education and experience may be considered
  • Proficient in Microsoft Office applications including Word, Excel and Outlook; Must be a “power user” of Teams and PowerPoint
  • Ability to work under pressure with tight deadlines and confidential information, in a fast-paced environment including support to senior leaders and executives
  • Detail oriented, exercises sound judgment and possesses exceptional written and verbal communication skills


Key Skills/Capabilities:

  • Self-starter with ability to work diligently, independently and enthusiastically as part of a team
  • Ability to grasp new knowledge and to quickly become an expert in new skill areas; learning agility
  • Very efficient and organized with excellent time management skills and high level of attention to detail
  • **Effective clear communicator & keeping everyone up to date/ in the loop 
  • Ability to multi-task and prioritize work
  • Proactive and “can do” attitude with strong problem-solving skills
  • Ability to present self in professional manner and maintain a high level of confidentiality
  • An unquestioned work ethic, willingness to “roll up your sleeves” and accept a wide variety of assignments as required and work closely with Executive Leaders, HR Business Partners, corporate functions teams that we work with closely such as finance/payroll, IT, and overall team in Toronto.
  • Excellent verbal and written communication skills


Tilray Brands welcomes applications from all qualified individuals and is committed to employment equity and diversity in the workplace.


Accommodations are available for applicants with disabilities throughout the recruitment process. If you require accommodations for interviews or other meetings, please advise when submitting your application.


Please note that Tilray does not authorize, engage, or sponsor any consultants, agencies or organizations that seek certain personal or financial information from you (e.g. passwords, login ids, credit card information). High Park does not charge any application, processing or onboarding fee at any stage of the recruitment or hiring process. 


When replying to emails, please ensure the sender name and email address match exactly. Please also ensure the Reply-To address matches the sending address exactly.


If you are concerned about the authenticity of an email, letter, or call purportedly from, for, or on behalf of High Park, please send an email inquiry to infosec@tilray.com

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