Office Life Coordinator

Location: Toronto, ON - Hybrid (Opportunity to work from home on Fridays)

EF Educational Tours helps teachers change their students’ lives through educational travel. And frankly, EF does student travel better than anyone else. EF itineraries are more than just places to go and things to see. Experiential learning has been at the heart of our programs since the company started, which allows us to spark connections and inspire curiosity, confidence, and self-awareness in teachers and students from across Canada. Our mission is to open the world through education – by helping people see new places, experience new cultures, and learn new things about the world and about themselves.

Join our dynamic People & Culture team at EF Educational Tours as our new Office Life Coordinator!

As an ambassador of our office culture, you'll embody our entrepreneurial spirit, innovation, and passion for creating memorable experiences. You will be the face of EF for our Canadian Staff, a friendly, welcoming and helpful presence at our front desk, who is there to assist with whatever they may need on a day-to-day basis. You’ll be the main driver behind fostering an excellent office environment for our staff to spend their days in – keeping the space clean and organized, ensuring supplies are always stocked, proactively solving problems and coming up with new ways to improve, and welcoming staff and guests to the office, starting each day on a positive and energetic note.

As a driver of employee engagement and experience, you'll report to and work closely with our Recruitment and Events Manager. You’ll play a pivotal role in assisting with internal, staff-facing events and programming, as well as stepping in to support the hiring and onboarding of new employees.

From helping with planning monthly themed happy hours to assisting with orchestrating large-scale events like our annual summer open house and holiday party at exciting new locations each year, you'll be a key player in the execution of our office gatherings. Your creativity and attention to detail will shine as you help with researching venues, negotiating contracts, managing budgets and building relationships with vendors, ensuring every event is a smashing success.

With your extroverted, friendly and enthusiastic presence and can-do attitude, you'll help to foster a workplace environment that's inspiring, challenging, and downright fun. You’ll assist with recruitment, onboarding, and orientation, making sure every new team member feels welcomed, supported and engaged - from day one and beyond!

You'll be the go-to person for office communications, managing our weekly newsletter, sending out company-wide emails and calendar invitations, managing the company intranet and posting in teams channels to ensure our staff is in the loop on all the latest happenings.

If you're a creative problem solver with exceptional time management skills, attention to detail and a knack for bringing ideas to life, we want to hear from you! Come join our team and help us make EF the best place to work every single day.

Key responsibilities include:

1. Day-to-Day office management, including welcoming guests and visitors, opening/closing duties, maintaining general tidiness, stocking supplies, and handling inquiries and requests from staff.
2. Writing, production and distribution of internal communications, including the weekly newsletter, company-wide emails and calendar invitations, regular Teams chat updates, and internal organization website management (Sharepoint/Globalnet).
3. Working with the Recruitment & Events manager to plan and orchestrate all internal events & programming (summer open house, 3-day sales kickoff, holiday party, professional development programming, monthly staff engagement events and celebrations).
4. Developing relationships with event vendors and suppliers, researching options, negotiating contracts and pricing, managing budgets and tracking all event components to ensure projects are executed on time, on budget, and at the highest quality.
5. Be the main point of contact for employee inquiries and office-life support, and collaborate with cross-functional teams by assisting with and offering support for staff-led internal events such as meetings, conferences, guest visitors, etc.
6. Assisting with hiring processes through supporting candidate resume screening and calendar management/interview scheduling for managers, and supporting our HR Generalist with basic pre-first day tasks for new hires.

Who you are:

1. You are friendly, outgoing, and a positive ambassador of our EF culture every day.
2. You have incredible attention to detail when it comes to your work– you make a list and check it twice, or even thrice! Nothing gets past you - you’re always catching even the tiniest of mistakes before anyone else does.
3. You’re an extroverted networker with the ability to build meaningful relationships with key stakeholders, and garner support and staff attendance for all office events and programming.
4. You’re extremely organized, motivated and capable of self-management. You’re a natural at multitasking and juggling competing deadlines and priorities successfully.
5. You’re resourceful and able to find the answer to a question, or creatively problem-solve any issues that may arise. You are solutions-oriented, and approach challenges and obstacles with a ‘nothing’s impossible’ mindset.
6. You have a sharp eye and take pride in maintaining a clean and well-organized environment. Whether it's a smudge on the wall, a crumb on the table, or a stray mug in the conference room, you're the first to spot it and take the initiative to make things right.
7. You go above & beyond in your day-to-day. You’re an anti-procrastinator, and it's not out of the ordinary to be 2 steps ahead of the rest... in fact, your catch-phrase could be “It’s already done!”
8. You’re a creative & innovative planner with unique ideas to share, the confidence to speak up in brainstorming sessions (no such thing as bad ideas!) and the dedication to follow-through and execute wow-worthy events.
9. You’re a true team player, you are collaborative, engaged, involved, and supportive of your team members, and understand the occasional need to wear many hats and lend a hand as needed – knowing your team will have your back in the future!
10. You are flexible and adaptable to change – handling curveballs with ease and confidence.
11. Experience with Microsoft Excel & PowerPoint, Canva, Teams, and SharePoint/Globalnet an asset. Any experience in HR, Recruitment or Payroll an asset.

Why You’ll Love Working Here:

Work in our light-filled, conveniently located downtown office where you’ll be part of a fun, fast-paced and collaborative team, working together to make an impact. Did we mention we were voted one of Greater Toronto’s Top Places to Work in 2023 & 2024? Plus, enjoy free coffee, beer, and snacks! You can also expect:

1. The opportunity to travel with our customers for FREE at least once a year! Experience the product first-hand by embarking on one of our unique travel itineraries alongside one of our student tour groups.
2. Take advantage of our professional growth and learning opportunities, including monthly trainings, workshops, and inspiring talks with global leaders and experts.
3. Participate in social networking opportunities by joining one of our many employee-run social groups, like book club or movie club, or any of our “EFinity”/DEIB groups, like Black@EF, LGBTQ+@EF, Indigenous@EF, API@EF, and Parents@EF (and more!).
4. Enjoy four weeks paid vacation to rest, relax or adventure - plus 11 paid holidays!
5. Grow your savings with a 20% company match on your RRSP contributions (25% after 5-years!).
6. Excellent health, dental, and vision coverage, along with life and disability insurance.
7. Wellness benefits, including an annual $500 healthy lifestyle reimbursement.
8. EF program discounts including travel, language schools, childcare, and more.
9. Discounts at local venues and businesses.

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