Position Overview:

As the Office Coordinator, you will be the administrative backbone for Legacy Private Trust. You must have a resourceful mindset and a hands-on, can-do attitude. You will wear multiple hats, identify areas for improvements and establish efficient systems. You will also be running errands and will complete tasks required for a properly functioning office and team.

The ideal candidate will exude professionalism, exhibit their ability to work with confidential information and anticipate office needs. This position requires a passion for organization, exceptional interpersonal skills and strong written and oral communication skills. You will be an integral part in ensuring that our office operations run smoothly and are successful in supporting other business activities.

Please note this is an in-office position.

Requirements and Skills:

• Post-secondary diploma/degree preferred;
• Experience in administration, operations or office management;
• Professional experience working with Microsoft Office Suite and comfortable using technology;
• Highly resourceful, positive and approachable problem solver with a track record of anticipating next steps;
• Strong time management, planning, organizational skills with meticulous attention to detail;
• Ability to work with sensitive and confidential material;
• Ability to take initiative and work proactively under minimal supervision;
• A strong work ethic and humble attitude – always willing to help out with day-to-day office items, such as cleaning/organizing common areas, kitchen and supplies;
• Team-player with strong interpersonal skills and a professional attitude capable of fostering strong working relationships with all levels of staff within the organization as well as external contacts; and
• A strong sense of urgency and teamwork to ensure the office runs smoothly.

Job Functions and Responsibilities:

• Oversee property management services, including maintenance of building and cleaning company and supplies;
• Greet and assist visitors when they arrive at the office;
• Responsible for incoming and outgoing mail and faxes;
• Answer phones and route calls to appropriate persons;
• Maintain office equipment and manage correspondence with service vendors;
• Fulfill IT Coordinator role by understanding office technology, manage IT requests and coordinate with external IT firm;
• Assist with overseeing the Health and Safety of the office;
• Manage and/or assist with special projects;
• Order and maintain office supplies;
• Keep office clean and organized to promote an efficient working environment;
• Maintain files and records with effective filing systems;
• Provide administrative support for company operation functions including but not limited to human resources duties;
• Assist with recruitment efforts including scheduling interviews and completing reference checks;
• Organize office events;
• Coordinate and schedule meetings and events including agenda development and distribution, reservation of meeting rooms, and preparation of supporting documents;
• Schedule agendas/travel arrangements/appointments etc. for senior management;
• Suggest changes to office task workflow in order to improve efficiency;
• Submit and reconcile expense reports;
• Administer petty cash according to established procedures; and
• Other duties as required.

Company Description:

At Legacy Private Trust we specialize in professional fiduciary services including the management and administration of trusts, estates, power of attorneys, agencies, guardianships, foundations and tax & accounting services.

Legacy Private Trust offers a dynamic workplace and an employer-paid benefits package.

Legacy Private Trust encourages applications from all qualified individuals. Applicants with disabilities may notify us of any accommodations needed to support your participation in the recruitment process.

We wish to thank all applicants for their interest and effort in applying. Please be aware that only candidates selected for interviews will be contacted for this position.