Office & Administrative Manager

Description:

Illumin, a rapidly growing advertising technology company based in Toronto, is on a mission to transform how marketers connect with their audiences. The platform offers real-time data and intuitive visual tools to plan, execute, and report marketing campaigns efficiently across customer journeys. With over 100 professionals and visionary leadership, illumin is evolving into a product-led powerhouse, harnessing AI, data intelligence, and a strong team culture.

As part of this exciting transformation, illumin is hiring an Office & Administrative Manager who will be the linchpin of internal office operations. Reporting to the Vice President of Human Resources, this role is ideal for someone who excels at managing systems, thrives in a behind-the-scenes support role, and creates a welcoming and professional office environment. The role involves vendor management, budget tracking, administrative support, and employee experience coordination.

This is a full-time, on-site position based in Toronto, with an expectation of being physically present 3–4 days per week.

Key Responsibilities:

• Office Operations Management:
  Ensure day-to-day smooth functioning of the office, including supply management, workspace organization, and coordination of cleaning, maintenance, and IT support vendors. Act as the primary liaison with building management.

• Vendor & Budget Oversight:
  Manage office operations budgets, track expenses, identify cost savings, and oversee recurring services like office lunches, seasonal decorations, and deliveries.

• Travel & Admin Coordination:
  Organize travel and accommodations for staff, support invoicing and finance coordination, streamline document workflows, and facilitate internal meetings and file management.

• Employee Experience Support:
  Work closely with HR on onboarding and offboarding, set up new hire workspaces, prepare welcome kits, and help execute cultural and employee engagement events.

• System & Documentation Maintenance:
  Keep internal office documentation up to date, including seating plans, office guides, and intranet content.

Required Qualifications:

• Experience:
  Previous work as an Executive Assistant, Senior Administrator, or similar high-responsibility administrative role supporting senior executives and managing office-wide operations.

• Professionalism & Communication:
  Demonstrated maturity, confidentiality, and service-oriented approach. Strong written and verbal communication skills, including the ability to create polished documents and manage executive calendars.

• Initiative & Autonomy:
  Highly organized, proactive, and capable of handling competing priorities without direct supervision. Comfortable making decisions and improving workflows independently.

• Teamwork & Adaptability:
  Collaborates effectively across all levels of the organization, thrives in fast-paced environments, and contributes positively to team dynamics.

• Technical Skills:
  Proficient with Microsoft Office Suite and Google Workspace. Comfortable learning new tools for scheduling, collaboration, and internal communication.