Office Manager

Company Description

Dixon Mitchell Investment Counsel Inc. is an independent asset management firm providing investment solutions for individual and institutional clients. Established in 2000, Dixon Mitchell now manages over $8bn on behalf of Canadian families, pensions, foundations and Indigenous communities and organizations. Our culture is built around business integrity, client service, and the alignment of corporate and investor interests. Dixon Mitchell is based in Vancouver and has an office in Calgary.

We are looking for an organized and detail-oriented Office Manager to support our Operations team at our Vancouver office. This role assists in coordinating workflows, maintaining internal controls, managing accounting and payroll processes, and leading audit coordination.

We place a high value on our team spirit, camaraderie, and creating a culture where each of us has an opportunity to succeed. We are a solution-oriented and collaborative team seeking like-minded individuals who thrive in a challenging and dynamic environment.

Your core values are honesty, integrity, and transparency. These traits contribute to your excellent work ethic. You can combine your enthusiasm, passion, curiosity, education, and experiences to see the big picture, focus on the details, solve complex problems, and communicate your ideas effectively to a broad range of people. You are persistent enough to try again when others might give up and have the confidence to adapt when circumstances dictate.

Your attention to detail is unparalleled and you have strong interpersonal skills.

• Oversee daily office operations, ensuring a smooth and efficient workflow in a fast-paced environment.
• Develop and implement office policies and procedures to enhance operational efficiency and compliance.
• Collaborate with Executive Board to build and execute organizational vision through operations management
• Identify, implement, and maintain internal controls to safeguard company assets and ensure the accuracy of financial records.
• Coordinate and lead contact for annual audits, working closely with external auditors to provide necessary documentation and resolve queries.
• Utilize financial software (Dext, Quick Books, Ceridian) to streamline accounting and payroll processes and improve efficiency.

• Agenda preparation and coordinating internal/external meetings
• Maintenance of corporate minute book
• Composing and preparing documents for signature
• Assisting with ad-hoc corporate transactions

Supervision of day-to-day operations of the office, including:

• Monitoring reception and ensuring coverage is always maintained
• Office supplies, including oversight of print and stationery services
• Expense maintenance and invoice payment
• Technology assistance and office support
• Record keeping, file maintenance, offsite document storage, and confidential shredding
• Administrative duties and ad hoc projects as required

Human resources, including:

• Employee onboarding/offboarding
• Maintaining employee benefit programs
• Administering payroll
• Maintaining WCB and EHT

Marketing, including:

• Identifying opportunities for firm advertising and promotion
• Managing Christmas lists and gift baskets

Overseeing office health and safety requirements, including:

• Liaising with landlords and safety vendors
• Emergency training
• Facilities management and security maintenance

Leasing and contract management, including:

• Overseeing and maintaining vendor contracts
• Managing relationships with various suppliers and vendors

Back-up reception, including:

• Assisting with mailouts
• Monitoring email accounts

• Ability to maintain utmost confidentiality and discretion in all matters
• Unwavering ethics and dependability
• Attention to detail and organizational skills

Dixon Mitchell offers a competitive compensation package and comprehensive benefits plan.
Salary Range: $60,000-$90,000 based on experience

Dixon Mitchell Investment Counsel values the diversity of the people it hires and serves and is proud to be an equal opportunity employer. Diversity at Our Company means fostering a workplace in which individual differences are recognized, appreciated, respected, and responded to in ways that fully develop and utilize each person’s talents and strengths. If you require accommodation to complete the application process, please contact us.

Interested in joining our Operations team? Individuals meeting the criteria above are encouraged to submit their resume in confidence by emailing  . While we thank all candidates for their interest, only selected individuals will be contacted for follow-up.