Manager of Office Administration

First Majestic Silver is a Canadian silver-mining company that operates in Mexico and the United States. We have been in operation for over 20 years and have grown through acquisition and development, into one of the world’s largest primary silver producers. We are publicly traded in the NYSE and TSE under the symbol: AG.

Reporting to the CEO, the Manager of Office Administration will supervise a team comprising of an Office Administrator and a Receptionist & Administration Assistant, oversee various administrative functions and office operations, in addition to supporting the CEO. This role will consciously create a workplace culture through carefully curated staff communications and the management of all events, office operations and administrative staff to ensure efficient and effective performance. This role provides confidential executive support and coordination of the administrative functions within the office of the CEO. Critically, this role is the external client interface to represent the office of the CEO.

Responsibilities:

• Supervising the day-to-day operations of the office and the administrative staff.
• Overseeing office reception and administrative tasks.
• Developing, reviewing and improving administrative systems, policies and procedures.
• Ensuring the seamless running of the corporate office including:
  • Arriving first at the office in the morning to oversee that the kitchen, stationery rooms and boardrooms, and being the last person to leave the office if the C-Suite and CEO are in-office.
  • Managing and overseeing the storerooms and stock control of all inventory including but not limited to Annual/ Sustainability Reports, swag, beverages and cleaning supplies.
  • 24-hour availability to be at the office and contactable by the landlord for matters relating to security, after hours access to the office and other emergencies (leaks, electrical issues, server trip switches etc.).
• Managing 2 annual budgets of $1 Million CAD and $800K USD, accounting for large-scale projects, such as sourcing, proofing, shipping, and distribution of branded corporate wear for 1500 staff situated in Mexico, the US, and Canada.
• Hiring, training, leading and evaluating administrative staff, taking corrective action when necessary.
• Management over building lease agreement.
• Overseeing and/or collaborating on ad-hoc projects such as the integration and launch of a new travel management programme and expense reporting programme.

Executive Support:

• Managing, coordinating and scheduling the CEO’s appointments.
• 24-hour availability to be contacted for all concierge-type services related to the role on behalf of the CEO (travel issues, immediacy of response for document provision, calendar rescheduling and other matters).
• Processing expense reports for the CEO, ensuring currency conversions are accurate, receipts are sourced from international vendors and reconciliations completed on time.
• Organizing travel arrangements for the CEO, Board of Directors and C-Suite, which includes logistics management of schedules to obtain flight quotes, secure flight selections, book flights, hotel accommodations and ground transportation. This includes preparation of comprehensive itinerary portfolios for reference, adding individual travel items to calendars and liaising with travel suppliers in foreign countries to ensure specific travel needs are met.
• Maintaining an accurately coordinated and secure document repository of all information required by the CEO and being able to access this and provide relevant information with immediacy.
• Typing and editing reports and correspondence.
• Composing routine letters and memorandums as required.

Events Management:

• Planning, scheduling and promoting events, including meetings, interviews, orientations, training sessions and team building events. This includes:
  • Initiating, scheduling and running the event committee meetings including preparation of agendas and minutes.
  • Compiling, managing and monitoring an annual event budget of $300,000.
  • Creating, dispatching and managing the event invitations, all RSVPs and specific event requests.
  • Securing all activities related to the event with vendors, managing the payment process and ensuring delivery against the contract.
  • Ensuring event communication to all staff is comprehensive and timely.
  • Setting up for the event and being the last to leave at the end of the event once all bills are settled and signed for.
  • Evaluating and tracking the feedback from each event with presentation of post event evaluation to the committee.
• Preparation of all hosting, travel and event requirements for the Board of Directors meetings for up to 20 people, 6-8 times per year with budget of $50,000 CAD. This includes the event management for the company’s Annual General Meeting at which the public, shareholders and staff may be present.
• End-to-end event management of corporate signature events such as the inauguration launch of the company’s new mint.
• Scheduling, preparation and event logistics management for the Quarterly Town Hall meetings for 60+ attendees, four times per year. This includes in-person and online coordination for Mexico, USA, and Canadian employees.

Executive Travel Management:

• Managing all local and intercontinental travel.
• Overseeing the travel budget of $1.5 Million CAD for Vancouver employee business travel arrangements, including:
  • Being the central point of contact and having immediate knowledge of the whereabouts of each traveler (coordinating and managing schedules, meetings, flights and calendars across time zones, reporting to safety and security and ground logistics teams).
  • Ensuring 24-hour availability as the primary travel point of contact for all delays, ground transportation, travel queries or other challenges experienced by travelers while in transit (quantity of high frequency travelers is ~20 people).
• Oversee travel coordination of two direct reports for customized travel for 40 travelers.

Bullion Store Management:

• Manage the Canadian Bullion Sale department including monitoring for daily orders, overseeing the fulfillment (packing orders, preparing shipping labels) of orders and monitoring customer delivery.
• Responsible for overseeing the monthly inventory stock count, providing input into the reconciliations and presenting the formal reports to the CEO and C-Suite/ Vice Presidents.
• Maintaining document control for the provision of annual audit requirements.
• Coordinate with First Mint in the USA for all orders shipped between Canada and the US and vice versa.
• Liaise and coordinate with US, Mexico, Corporate HR and logistics team for the provision, shipping and receipt of the annual loyalty rewards for up to 1500 employees.

Health & Safety:

• Lead the Corporate Office’s H&S Program: develop, implement, monitor, maintain, and ensure compliance for the Vancouver office to ensure workplace safety.
• Co-Chair and represent the employer on the Joint Health & Safety Committee (JHSC), delivering and reporting on all requirements of the JHSC in line with WorkSafeBC regulation.
• This includes creating and implementing guidelines, monitoring, and assessment to ensure workplace safety.
• Prepare and conduct comprehensive Health & Safety training for all new hires. This includes overseeing visitor Health & Safety briefings.
• Fulfill the role of Tenant Floor Warden in the event of emergencies, reporting and communicating to the Building Incident Commander and ensuring the supervision of all staff in an orderly manner.
• Prepare and conduct interim Health and Safety training to all staff (lunch ‘n learns) to enhance safety awareness and update employees on programme changes, new information and safety considerations.

Qualifications and Skills Required:

• Post secondary degree in Marketing or Event Management, or a related discipline.
• A minimum of 5 years of experience in office administration and / or project management.
• 5-7 years’ event planning experience.
• Minimum of 5 years’ experience in client-facing or marketing role.
• Eligibility and availability for domestic and international travel as needed.
• Available on-call as required outside of regular business hours.
• Fluency in verbal and written communication skills in English.
• Time management – ability to prioritize the importance of projects and responsibilities to efficiently meet all needs promptly.
• Highly organized, detail-oriented with commitment to accuracy; ability to establish priorities and adapt as they change.
• The ability to work under pressure and stress whilst maintaining a calm and professional demeanor with accurate delivery.
• Demonstration of high intelligence and emotional quotients and the ability to ‘manage the mundane’ while engaging with senior stakeholders.
• Advanced Microsoft Office (Outlook, Word, Excel, PowerPoint).
• Experience with global travel coordination and extensive calendar management.
• Proficient in planning and coordinating activities.
• Strong problem-solving, critical thinking, interpersonal, and written and verbal communication skills.
• Maintain strict confidentiality of highly sensitive information.
• Sound business acumen and the ability to anticipate the unexpected.

This is a full-time, permanent position based at the corporate office at 925 West Georgia, Vancouver, British Columbia (in-person attendance 5 days per week).

Language of work: English

Total Rewards:

• Salary range: CAD $95,000 – 125,000.
• Eligible to participate in company’s benefits program.
• Eligible for Long Term Incentives and annual bonus.
• Eligible to participate in company’s RRSP program.