Office Manager & Executive Assistant to the COO (Office Manager/EA)

The Office Manager/EA position will support the COO and also the oversight of daily office operations.  The selected candidate will work to ensure the highest standards of organization, administration and support to the Whitecaps FC front office.  The Office Manager duties will work closely with the Club’s administrative team, while the EA duties will be to primarily support the COO.   

Specific Responsibilities:

Office Management

Working closely with the VP Finance and Administration, the Office Manager/EA will ensure that the administration and operation of the Front Office is carried out in an efficient and professional manner by:  

  • Overseeing front office reception protocol  

  • Manage day to day general office services relationships including copiers, coffee and water service, shredding, minor repairs, postage etc., and constantly ensuring we are receiving the best services for our needs. 

  • Manages “Fanatics” merchandise orders for all departments, ensuring orders are in line with policy and that invoices are reconciled appropriately. 

  • Working with the Club Vice-Presidents to ensure that the office is running efficiently, is equipped with appropriate furniture, and technology and is arranged in the most efficient manner possible. 

  • Co-ordination with the administrative staff at the Club training centre at UBC to ensure consistency and best practices in all areas. 

  • Ensure that each Department maintains their area in a neat and professional manner 

  • Manage and oversee the storage room and external storage, ensuring Club gifting inventory is kept organized.  

  • Act as the main liaison with building management for the Water Street location.  Arrange for general maintenance of the office, including light replacement, painting, carpet cleaning etc. 

  • Ensures the kitchen equipment and the area are maintained.  

  • Coordinates cards and gifting for staff weddings, births, condolences, etc. in accordance with Club policies and procedures 

  • Organize or assist with Whitecaps hosted special events at the Stadium and otherwise. 

  • Any related duties as assigned by the VP, Finance and Administration or the COO. 

 

Executive Support

Under the direction of the COO, the Office Manager/EA will assist the COO by: 

  • Extensive calendar management for the COO  

  • Professional communication and coordination with external clients over various time zones.  

  • Managing travel for Executives/Staff who are traveling for work conferences. Including event registration, hotel bookings and flights.  Arranging car service for the Executive Team as needed. 

  • Attend weekly Leadership meetings, and in consultation with the COO, coordination of the agenda, taking and distributing minutes, and ensuring follow up when appropriate  

  • Booking and managing conference calls for the office staff, prioritizing as required for the Executive team members 

  • Collating and balancing monthly expense reports and credit card statements for the Executive Team.  

  • Managing file networks for the COO regarding budgets, business plans, and other confidential information.  

  • Ensure that the COO signs documents in a timely basis for other departments and return those confidential reports to the department heads.  

  • Organizing and managing Executive retreats, special all staff meetings and events as directed by the COO 

  • Ensure the COO has the appropriate background documents, timing/location and related information for scheduled appointments, meetings and events.  

  • EA support for the Club Liaison and business VP’s with respect to travel and expenses 

  • Liaise with other Club EA’s for the CEO and Sporting Director as required 

  • Any other related duties as assigned by the COO.

 

What we are looking for:

  • Minimum of 2-3 years’ experience in an office administrative role and environment. 

  • Excellent attention to detail. 

  • You will need the ability to work non-standard hours including occasional evenings and weekends and you should hold a valid BC driver’s license. ​

If you feel you have what it takes to contribute to our team, please email your resume and cover letter indicating how you meet our qualifications, to careers@whitecapsfc.com

We thank all applicants for their interest, however only those selected for further consideration will be contacted.

No recruiters or agencies, please.