Office Manager

The Olive Tree is seeking an experienced, organized, and dependable Office Manager to oversee day-to-day administrative and office operations.

This is a senior administrative role in a busy nonprofit environment supporting food security, outreach, housing, and community-support programs. The successful candidate will bring strong judgment, discretion, financial-administration experience, and the ability to manage competing priorities independently.

Key Responsibilities

Oversee daily office operations, reception, supplies, equipment, records, filing systems, correspondence, and administrative workflows.

Manage calls, emails, mail, deliveries, calendars, meeting logistics, agendas, minutes, and follow-up items.

Coordinate with vendors, landlords, maintenance providers, IT support, insurers, and other service suppliers.

Support accounts payable and receivable, invoices, receipts, deposits, expense claims, petty cash, donation tracking, payroll documentation, and financial recordkeeping.

Assist with budget tracking, grant documentation, restricted-funding records, charitable receipting, audit preparation, and expense summaries.

Coordinate recruitment administration, onboarding, personnel files, training records, leave tracking, scheduling, and confidential HR documentation.

Provide administrative support to the CEO and Board of Directors, including Board packages, agendas, minutes, resolutions, policies, and annual calendars.

Maintain organizational records including contracts, leases, insurance, licenses, incorporation documents, charitable records, and compliance deadlines.

Support grant applications, funder reporting, events, donor acknowledgements, volunteer records, and community communications.

Help maintain a welcoming, organized, trauma-informed first point of contact for clients, partners, donors, volunteers, and visitors.

Complete other duties that support The Olive Tree’s operations and mission.

Qualifications

Minimum 5 years of progressively responsible office management, senior administration, operations, or executive-assistant experience.

Experience with bookkeeping support, invoices, accounts payable/receivable, payroll administration, expense tracking, and financial documentation.

Strong proficiency with Microsoft Word, Excel, Outlook, Teams, and electronic filing systems.

Excellent organization, written communication, proofreading, recordkeeping, and attention to detail.

Ability to work independently, prioritize competing deadlines, improve systems, and exercise sound judgment.

Proven ability to handle confidential employee, client, donor, financial, and organizational information with discretion.

A respectful, professional, and compassionate approach to working with people from diverse backgrounds, including people experiencing poverty, crisis, or housing instability.

Valid driver’s licence and reliable transportation may be required.

Preferred Assets

Post-secondary education in office administration, business, bookkeeping, human resources, nonprofit management, or a related field.

Experience in a nonprofit, charitable, social-service, housing, food-security, health, or community-service setting.

Experience supporting a Board of Directors and preparing meeting materials, minutes, policies, and governance documents.

Familiarity with payroll, donor, client-management, grant-management, or volunteer-management software.

Knowledge of Alberta and Saskatchewan nonprofit operations, employment standards, privacy requirements, or charitable-sector reporting.

The ideal candidate is reliable, financially careful, approachable, calm under pressure, and committed to helping a growing community organization operate effectively and professionally.

Pay: From $30.00 per hour

Expected hours: No more than 40.0 per week

Benefits:

• Company events
• Dental care
• Extended health care
• Flexible schedule
• Life insurance
• On-site parking
• Paid time off

Work Location: In person