Office Manager

Job Description

The office of MP Jean Yip, Member of Parliament for Scarborough—Agincourt is currently seeking a qualified candidate to fill the Office Manager position.

About the role:

The Office Manager is responsible for the day-to-day operations of the constituency office and provides administrative and operational support to the Member and constituency team. This key role oversees office operations, staff coordination, scheduling, community outreach and event planning while supporting the Member’s engagement with constituents, stakeholders and the broader community. The ideal candidate is highly organized, proactive, resourceful and comfortable managing multiple priorities in a fast-paced environment.

Candidates must also possess a valid driver’s license and have access to a vehicle.

Primary responsibilities:

Outreach and Community Engagement

• Lead outreach initiatives and build strong relationships with constituents, community organizations, businesses and local stakeholders.
• Coordinate and oversee community events, stakeholder meetings and other outreach activities, including event logistics with the Ottawa office and Ministerial teams.
• Represent the Member at community meetings and events, as required.
• Monitor local and regional issues and maintain strong relationships with local media and community organizations.
• Support communications and media relations initiatives, as required.

Office Management and Operations

• Oversee the day-to-day operations of the constituency office and coordinate staff workloads to ensure effective office coverage and service delivery.
• Provide direction and support to constituency staff, including training, onboarding and day-to-day problem solving.
• Manage office administration, including petty cash, event budgets, supplies, inventory and property management.
• Serve as the office’s Health and Safety representative.
• Track ongoing projects and ensure tasks, follow-ups and deadlines are completed in a timely manner.

Executive Support, Scheduling and Communications

• Manage the Member’s constituency schedule, including appointments, meetings, events and invitations, and ensure timely follow-up.
• Prepare agendas, briefing materials, event notes, messaging and other materials to support the Member’s meetings and events.
• Triage incoming emails and phone messages, respond to general inquiries, and ensure casework and policy-related correspondence is appropriately directed.
• Coordinate greeting messages, scrolls, newsletters, mailings and other communications materials.
• Provide support with social media, translation and other communications or administrative duties, as required.

Qualifications

Education:

• Post-secondary education in business administration, public administration, political science, communications or a related field, or an equivalent combination of education and relevant experience.

Experience:

• Experience managing an office, team or operational functions in a fast-paced environment.
• Experience providing administrative or executive support, managing multiple priorities and coordinating schedules, projects or events.
• Experience building relationships with constituents, community organizations, stakeholders or members of the public.
• Excellent written and verbal communication skills, with confidence communicating professionally with a wide range of audiences.
• Experience using Microsoft Office, including Outlook, Word, Excel and PowerPoint, and Google Workspace.
• Strong organizational, communication, decision-making and problem-solving skills, with the ability to work effectively under pressure and adapt to changing priorities.

Assets:

• Previous experience in a constituency office, parliamentary or public-sector environment.
• Experience with community outreach, event planning, media relations or communications.
• Familiarity with the local community and its stakeholders.
• Fluency or proficiency in Mandarin, Cantonese, Tamil, Urdu, Tagalog, Armenian, French or another language commonly spoken in the community.

Additional Information

Salary to be negotiated commensurate with experience and qualifications.

Members of Parliament are individual employers who are responsible for recruiting, hiring and managing the employees who help them carry out their parliamentary duties. Terms and conditions of employment vary from one MP's office to another.

If you have an accommodation request, require material in an accessible format, or need additional support with the application process, please contact Recruitment and Selection Services at [email protected].

We thank all candidates for their application. Only selected candidates will be contacted for next steps.

This posting will remain advertised until all business requirements are met. Applicants who meet the qualifications may be contacted for further assessment at any time.