Office Manager - LA

Published 12 October 2022

Location

Los Angeles (CA), California, USA

The Company 

Plenary is a leading specialized developer of long-term Public-Private Partnership (PPP) projects.  Since its inception in 2005, we have built a portfolio of 56 projects and more than $21 billion in North American assets under management. We are determined in our approach to deliver first-class infrastructure, build the right delivery solutions for the projects we work on and inspire people with our vision for transformational spaces. 

Why Work for Plenary? 

Recognized as one of Canada's Most Admired Corporate Cultures, ranked as a Best Place to Work in Canada and certified as a Great Place to Work in both the US and Canada, we pride ourselves on our winning workplace culture. Our focus is on empowering our employees, driving results, building strong camaraderie, and celebrating our wins as a team. Together, we bring infrastructure to life. 

The Role

We are seeking a dynamic and driven individual to join our Los Angeles team. As an Office Manager, you will be responsible for administrative tasks including executive administrative support, general scheduling and bookings for executives, organization, and coordination of the office generally, including company activities. The Office Manager is ultimately responsible for seamless operations of the office, suggesting and implementing ideas to enhance day-to-day operations where possible and supporting employees as necessary. The role also includes administrative support for the Proposal Team and may include support for other teams (including the Project Structuring & Investment team and the Asset Delivery team as needed). We’re looking for a natural organizer, someone who is energetic, proactive and who is a personable and confident communicator. Importantly, you’ll be passionate about supporting our LA office and an ambassador for office employee events.

Check out the role and the attributes you need to be successful in the Office Manager position:

Responsibilities  

Office Administration/ Executive Support:

  • Coordinate schedules, appointments, meetings etc. Greet clients and visitors to the office, place catering/food orders and support senior management, LA staff, and staff in other areas as required.
  • Coordinate internal and external video conference meetings, including troubleshooting of equipment, communications with internal/external office staff, IT department etc.
  • Check office mail and liaise with internal finance department related to timely management of office invoices, subscriptions, expenses, and renewals.
  • Coordinate conference registrations and travel itineraries for executives as required, liaise with event support and accommodation staff accordingly, assist with signage, marketing materials, etc. as necessary. Support with certification documentation, renewals, and procedures.
  • Anticipate travel needs of executive and independently coordinate complex travel arrangements, typically involving multiple changes and destinations based on understanding of executive's availability and obligations. Support with travel documentation and procedures (itineraries, visa/passport procedures).
  • Establish corporate rates and be able to effectively research accommodations, venues, offices and meeting locations as necessary in support of executives.
  • Prepare and/or edit internal and external letters, faxes, memos and mass emails and other documents using Microsoft Office programs. Assist with the preparation of business presentations including PowerPoint presentations.
  • Order and maintain inventory of office supplies, equipment and snacks. Set up new and existing employees with technology as required (i.e. monitors, laptops), liaise with office supply vendors, implement ideas to enhance cost effectiveness and improve employee satisfaction/overall office environment.
  • Coordinate and/or assist with corporate event planning tasks including venue, marketing or invitation materials, catering, setup, presentations, etc., as necessary.
  • Oversee relationship with facility management including emergency office response, maintenance team, security and landlord. Manage the office layout/condition, any renovations and reorganizations, contracts with outside vendors.
  • Prepare executive expense report claims, develop, and implement filing and organizational procedures, maintain contact lists, order business cards, plan on-site/off-site activities, and other ad hoc needs as required.
  • Work closely with other Office Managers and offices (both internal and external) on multiple interaction issues as necessary.
  • Coordinate project board meetings as requested, including the gathering of information from multiple parties, formatting, and compiling meeting documents, and ensuring accurate meeting minutes are being recorded.
  • Provide administrative support in the obtaining and renewing of contractor licenses (including co-ordinating with internal colleagues, public agencies and external consultants in the provision of licensing requirements).

Propposal Team Administrative Support:

  • Provide support to in-house proposal production (printing, binding, shipping, etc.).
  • Manage inventory of printing and proposal production supplies (binders, paper, USB drives, etc.).
  • Provide support with maintenance/organization of SharePoint site.
  • Support the Proposal team in populating word templates for bid submission.
  • Support the Proposal team in the closeout process (update database, resumes).
  • Coordination of original signatures/notarization for LA Office.

Qualifications

  • At least two years’ experience in an Executive Assistant, Office Manager or Senior Administrative Assistant capacity (or similar).  
  • Proficiency (intermediate to advanced level) with Microsoft Office (Word, Excel, PowerPoint, Outlook, MS Teams) etc.
  • Proficiency (intermediate to advanced level) with the Adobe Creative Suite (InDesign, Illustrator Photoshop, etc.).
  • Strong writing, editing and proofreading skills.
  • Strong work-ethic, organizational skills, and ability to work in a fast-paced environment.
  • Excellent ability to effectively manage time, priorities, and multiple deliverables.
  • Must be able to maintain high standard of ethics and confidentiality when dealing with sensitive information.
  • Excellent interpersonal, written, and oral communication skills.
  • Ability to work independently with minimal direction, but also work cohesively in a small team environment.
  • Being resourceful and taking initiative to understand the business and deliverables.
  • Ability to exercise good judgement, show initiative and be proactive.
  • Ability to independently solve problems and make recommendations.
  • Positive attitude, strong team player and professional appearance.
  • Extended work hours as required.

What We Offer

  • Competitive salary with annual bonus potential.
  • Comprehensive benefits package including medical, dental and vision, and 401k plan with employer contribution.
  • Four weeks' vacation.
  • Annual off-site trips.
  • Ability to be part of an exciting and growing industry.
  • A diverse and inclusive workplace. 

 

If this sounds like a great fit for you, please apply here: Office Manager (Los Angeles).

Note: Only those applicants under consideration will be contacted. Please accept our utmost appreciation for your interest. We are committed to continuous improvement, and a diverse and inclusive workplace for all. Plenary is an Equal Employment Opportunity employer and employment decisions are based on merit and business needs only. Reasonable accommodation is available for qualified individuals with disabilities, upon request.