Annual Salary Range: Range $83,000 to $110,000. Expected Hiring Range $90,000 to $100,000Employment Type: Permanent, Full-TimeLocation: OfficeReporting Manager: Chief of StaffBenefits: Extended Health Benefits and eligibility to participate in the BC Municipal Pension PlanRole OverviewThe Office Manager is responsible for ensuring the smooth day-to-day operation of the office and serving as the primary point of contact at reception. This role creates a welcoming, organized, and efficient workplace by managing office facilities, supplies, shared spaces, and administrative coordination. The Office Manager plays a key role in supporting staff, visitors, and external partners while maintaining a professional and functional office environment. In addition, this role provides governance and Board administration support, ensuring effective coordination of Board and Committee activities in alignment with established governance standards and Bylaws.Key ResponsibilitiesReception & Front-of-HouseServe as primary receptionist, welcoming visitors and managing calls, inboxes, mail, and courier services.Oversee office access, key distribution, and basic security coordination.Office Operations & FacilitiesManage daily office operations to maintain a clean, organized, and functional workspace.Liaise with the building manager and vendors to coordinate maintenance, repairs, service calls, and equipment upkeep.Prepare and reset meeting rooms and shared spaces; identify improvements to office systems and workflows.Supplies, Inventory & Workplace ExperienceManage procurement and inventory of office, kitchen, and branded supplies.Maintain shared spaces and support onboarding logistics, internal meetings, and staff events.Administrative SupportMaintain vendor and office records and provide general administrative support to HR and Operations.Identify and implement improvements to streamline administrative processes and enhance workplace functionality.Board Governance ResponsibilitiesServe as Recording Secretary to the Board Committees, preparing draft minutes and maintaining governance records.Coordinate Board and Committee meetings, including scheduling, preparation and distribution of materials, action tracking, and governance portal administration.Prepare draft governance materials (agendas, briefing notes, reports) in alignment with established standards.Maintain governance documentation, including the Board calendar, Board Portal, document repository, Risk Register records, and privacy governance documentation.Coordinate administrative and logistical arrangements for the AGM, annual Board retreat, and Board Dinner, and administer membership records in accordance with the Bylaws.Provide administrative support to the Associate Director related to privacy inquiries and policy compliance follow-up.Participate in process improvement initiatives and perform additional related duties as required.Qualifications & ExperienceSuccessful Completion of a Bachelors degree in Business Administration, Public Administration, Governance, Communications, Law, or a related field; or an equivalent combination of education and experience acceptable to the employer, required.Minimum 35 years experience in governance administration, board support, corporate records management, office administration, or a related field, preferred.Demonstrated experience supporting senior leadership, Boards of Directors, or Committees, including meeting coordination and minute taking, an asset.Minimum 2+ years of experience in office management, reception, or administrative operations.Strong organizational and time management skills, with the ability to manage multiple priorities and deadlines simultaneously, required.Excellent written and verbal communication skills.Proficiency in Microsoft Office and comfort learning governance portals or document management systems.As a not-for-profit foundation entrusted with donor funds and community partnerships, the successful candidate must complete and pass a criminal background check prior to commencing employment.To submit your application, please email your resume with cover letter to indicating the job title 'Office Manager' in the subject line.About St. Pauls FoundationSt. Pauls Foundation raises funds to support patients, residents, caregivers, and families at St. Pauls Hospital and at Providence Health Care and Providence Living sites across BC. Our generous donors are an essential part of Providences mission to deliver compassionate care, innovative research, and world-class medical training and education.As we look back on our 130-year history and forward to our future in the new St. Pauls Hospital at the Jim Pattison Medical Campus we are ready to further push the boundaries of innovation, research, and patient-centred care for the people of British Columbia and beyond. Truly, our mission and the support of our community have never been more important. www.helpstpauls.comAll Candidates Are WelcomeDiversity, equity, and inclusion are essential to creating a great workplace. At St. Pauls Foundation, we are fully committed to building a strong and representative team. To that end, we especially encourage applications from members of all communities who are disadvantaged on any grounds under the BC Human Rights Code, including people of colour, people of all genders and sexualities, people with disabilities, and Indigenous Peoples, who, as a result of colonization, are under-represented in positions of economic, social, and political influence and leadership.Thank you for your interest in working with St. Pauls Foundation. Only candidates short-listed for interviews will be contacted.
Job Title
Office Manager