About the Role:
Employment Type: Full-time | In-office | Reports to the Chief Administrative Officer
Wellington Advocacy is seeking a trusted and confident Office Manager with Event Coordinator experience to join our Toronto team. As the first point of contact at our official headquarters, this individual will be the face of Wellington Advocacy, in person, every day, setting the tone for how our office welcomes team members, partners, and guests alike. This is an in-person, full-time role based at our 40 King St W location, reporting directly to the Chief Administrative Officer.
Key Responsibilities:
Office Management
- Oversee daily operations of the Toronto office, including supplies, vendor relationships, facilities maintenance, and general office upkeep
- Maintain a professional, welcoming, and well-organised office environment that reflects Wellington’s brand and standards
- Establish positive and productive relationships with our team, external vendors, and clients
- Prioritize conflicting needs, handle matters expeditiously and proactively. Follow through and see projects to successful completion and within deadlines provided
- Serve as the primary point of contact for office-related matters, building management, and visitor coordination
- Act as the primary liaison with building management, security, and facilities teams to address maintenance requests and office-related issues in a timely manner
- Manage office access, keys, and security passes for team members and visitors
- Greet and welcome visitors, partners, and guests in a professional and warm manner, reflecting Wellington’s culture and values
- Manage incoming and outgoing mail, couriers, and deliveries
- Coordinate meeting room bookings and ensure boardrooms and common areas are prepared and presentable for internal and external meetings
- Oversee the procurement and inventory of office supplies, equipment, and kitchen provisions, ensuring the office is consistently well-stocked
- Manage office budget items related to supplies, equipment, and facilities
- Coordinate with IT support to ensure office technology, equipment, and systems are functioning properly and that new team members are set up for day one
- Support onboarding logistics for new team members, including workspace setup, building access, and office orientation
- Maintain and update internal office documents, contact lists, and operational procedures
- Support administrative needs for team members based in or visiting the Toronto office
- Support gifting coordination and executive support tasks, as required
- Assist with the coordination of internal team communications and office announcements
- Support the Chief Administrative Officer and senior leadership team with administrative tasks and special projects as required
- Vacation relief including support with schedule / calendar management and travel logistic arrangements
- Identify opportunities to improve office operations, processes, and team member experience, and bring forward recommendations proactively
Event Coordination
- Assist with planning and execution of all Wellington Advocacy events, including internal summits, partner events, and corporate functions
- Help organise office outings, partner engagements, and company social events
- Maintain an events calendar and support forward planning across Wellington’s annual events schedule
- Coordinate logistics such as venue booking, catering, vendor management, and on-site setup
- Liaise with venues, suppliers, and external vendors to confirm event requirements and ensure all logistical details are executed accurately and on time
- Source and evaluate new venues, vendors, and suppliers to support Wellington’s growing events portfolio
- Support budget management for events, including tracking costs and vendor invoices
- Prepare event briefing documents, run-of-show timelines, and post-event summaries for internal review
- Support the development of event materials including signage, programs, name badges, and printed collateral
- Coordinate on-site event set-up, registration, and tear-down, ensuring a seamless experience for all attendees
- Track and manage event RSVPs, guest lists, and attendee communications across multiple events simultaneously
- Support communications related to events, including invitations, RSVP tracking, and attendee follow-up
- Assist with post-event follow-up, including thank-you communications and feedback collection
- Ensure all events align with Wellington Advocacy’s brand standards and professional image
- Travel as required to support events hosted outside of Toronto
Qualifications:
- Previous experience in office management and/or event coordination required
- Experience that demonstrates outstanding judgement and organizational skills with very strong attention to detail
- Very strong interpersonal skills and the ability to build and strengthen relationships with stakeholders, including our team, board members, government officials, external clients, and vendors
- The proven ability to handle confidential information with discretion
- High level of time management and organizational skills with the ability to prioritize tasks and adjust to a quickly changing environment
- Ability to manage multiple priorities and deadlines
- Excellent written and verbal communication skills
- Comfortable working independently and collaboratively in a fast-paced, constantly evolving environment
- Willingness to travel for company events as needed, including occasional evenings and weekends
- Proficiency with standard office software (Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint)
- Service-focused approach to team member and partner engagement
- Punctual, reliable, and highly detail-oriented
Compensation:
$50,000 – $80,000 CAD annually, commensurate with experience.
Position Details:
This is a full-time, in-person role based at Wellington Advocacy’s Toronto office at 40 King St W. This position is not eligible for hybrid or remote work arrangements. The anticipated start date is September 2026.
We thank all applicants for their interest; however, only those selected for an interview will be contacted. Wellington Advocacy is committed to an inclusive, barrier-free recruitment and work environment. Accommodations are available throughout the hiring process upon request.
Applicants must have legal authorization to work in Canada.