Job Description

Office Manager

Who Are You?

You're the kind of person who's always a few steps ahead. You stay calm under pressure, notice the details others might miss, and take pride in keeping things organized and running smoothly. You have strong judgment, take initiative, and naturally bring structure to people and projects. When something needs to get done, you don't wait to be asked. You just make it happen.



You communicate clearly, follow through on commitments, and care about doing things the right way. You're adaptable when plans change, focused when precision matters, and you take satisfaction in helping the team operate at its best. People trust you because you deliver.



You're comfortable managing multiple priorities and relationships at once, and you know when to act quickly and when to slow down and ask questions. You balance being helpful while understanding what takes priority and what doesn't. You're confident enough to say no or challenge the status quo when something could be done better. Above all, you take initiative, think critically, and care about creating an environment where everyone feels set up for success.

What's The Role?

This role is part routine administration and part project-based work. There are tasks you'll handle every single day that keep things running smoothly, and there are days where you'll need to prioritize and adapt to something unexpected that needs your attention. It's a hands-on role for someone who enjoys variety, problem-solving, and creating order out of chaos.



A big part of this job is taking ownership of the physical office environment and administrative tasks. That means keeping things clean, organized, and well-stocked, from the kitchen to the supply closets. Some of the work is repetitive and detail-heavy, and that's part of what makes it important. The right person will take pride in those daily routines, knowing that a well-run office helps everyone else do their best work.



You'll also work closely with our head office team, including the C-suite, and as you master your day-to-day responsibilities, you'll have opportunities to take on stretch projects that impact the entire organization. Over time, you'll become well connected across the company and the go-to person people rely on to make things happen. This role is a great way to get your foot in the door and learn the inner workings of the corporate world. Our Director of People Strategy actually started in this very position five years ago!



This is a full-time, in-office role, five days a week, and that is non-negotiable (but we will cover your parking expenses!!). We're looking for someone who's excited to commit to the role for at least one to two years and grow with us. It's a great fit for someone interested in building a career in HR, People Operations, Change Management, Learning and Development, Talent Acquisition, or Executive Support. There's lots of opportunity to progress here. You'll learn a ton, take on meaningful projects, and become the go-to person who helps create the structure and stability that allows the whole company to thrive.

Responsibilities

Keep the office organized, stocked, and running smoothly, managing everything from groceries and supplies to vendor coordination, mail, and courier services. Take ownership of the physical workspace, ensuring it stays clean, functional, and welcoming for employees and guests. Be the office expert. You'll know where everything is, where it goes, and how it works. You'll label and organize supplies, keep systems consistent, and make sure everyone knows how to navigate the space. Manage key administrative tasks, including the company calendar, software platforms, staff email addresses, meeting room bookings, and lunch orders. Serve as the face of the office, greeting and welcoming clients, interview candidates, new hires, and other visitors with warmth and professionalism. You'll create a polished, welcoming experience - offering coffee or refreshments, ensuring meeting rooms are prepared, guiding guests through the space, and setting the tone for a positive first impression that reflects our culture and standards. Be the main point of contact for vendors, IT support, and facilities needs. If something breaks, you'll make sure it gets fixed. Support the employee lifecycle by coordinating onboarding logistics, setting up equipment and accounts for new hires, and assisting with the administrative steps involved in employee exits. Support corporate communications by writing internal emails, preparing content, and designing well-crafted slide decks and other presentation materials. Assist with internal events, retreats, and meetings by handling logistics, catering, and communication. Help streamline processes and find better ways to keep operations efficient and consistent. Jump in on special or strategic projects with leadership, supporting initiatives that improve the employee experience and company operations.

Required Experience & Skills

Legally able to work in Canada and located in Calgary, AB. Bachelor's degree or diploma in Business Administration, Communications, or a related field, or equivalent corporate work experience. 2+ years of experience in customer service or hospitality (serving or bartending experience is considered a strong asset). Strong organizational skills with the ability to manage multiple priorities and deadlines. Excellent judgment, critical thinking, and problem-solving skills; you know when to take action and when to ask questions. Proven ability to stay composed under pressure and handle unexpected challenges with calm and professionalism. Clear and confident communication skills, both written and verbal. High attention to detail and strong follow-through on commitments. Reliable, accountable, and trusted to deliver on what you say you will. Proactive mindset with the ability to identify needs and take initiative without being asked. Comfort working with technology and software; we'll train you on the specific tools we use. Ability to build strong relationships and work collaboratively across teams and all levels of the organization. Discretion and professionalism when handling sensitive or confidential information. Adaptability to shifting priorities and comfort working in a fast-paced environment.

Who is POD Marketing?

POD Marketing is a full-service agency that works across marketing, consulting, and HR to help clients solve real business challenges.



Behind that work is an incredible group of people. We put just as much care into supporting our team as we do our clients, creating an environment where people feel trusted, supported, and inspired to do their best work. This role is part of our Corporate Services team at Head Office, the group that keeps POD running smoothly by supporting HR, Learning and Development, Finance, IT, and Company Culture across all divisions.



At POD, culture isn't about perks (though we have those too). It's about how you feel at work: accepted for who you are, encouraged to grow, and surrounded by people who want to see you succeed. That approach has earned us multiple awards, including recognition as one of Canada's Most Admired Corporate Cultures.



To learn more about our culture, watch this video: https://youtu.be/1WZ8tAnATNs, visit the POD Marketing YouTube channel and check out our reviews on Glassdoor.

What's in it for You?

At POD Marketing, we work hard, have fun, and genuinely support each other. We believe people do their best work when they feel valued, trusted, and balanced; and we've built an environment that makes that possible.



You'll enjoy three weeks of paid vacation, twelve flex days, a Passion Day to spend however you choose, and a company-wide MeMonday to prioritize mental health. We offer a thirty-day remote work policy for when you need a change of scenery, twenty-six hours of paid volunteer time each year, and a comprehensive benefits package that includes health, dental, vision, and spending accounts.



Growth and development are part of life here. You'll have access to mentorship, leadership programs like LEAD, and ongoing learning opportunities designed to help you grow your skills and career. You'll also have regular one-on-one check-ins, quarterly performance conversations, and a culture of continuous feedback that keeps you supported and clear on expectations.



Our downtown Calgary office is bright, modern, and stocked with good coffee, snacks, and great people. We offer discounts with local vendors and a culture that's collaborative, energetic, and built on trust and respect.

How to Apply

At POD, we believe "that most job requirements and conceptual knowledge are easily trainable. But you can't teach drive, ambition, or passion." (Take a look at this article, Finding Your Unicorn, written by our President, Kevin Wilhelm). Our hiring managers consider alignment with our core values and passion for our company culture to be as valuable as experience and education.



Finding the right fit is important to us, and we put real care into reviewing applications. This is your chance to show us who you are: your voice, your attention to detail, and your excitement about joining the team. Take a few extra minutes to help us see why this opportunity is the right fit for you.



We often see strong candidates miss out because of preventable issues like missing cover letters, referencing the wrong job title or company, or submitting unedited AI-generated content. We encourage the use of AI to streamline your process, but your application should still reflect your voice and accuracy. If this role excites you, let that show in how you apply.

A few tips to stand out:

Submit an up-to-date resume that highlights the skills and experience we are looking for Include a personalized cover letter or a video cover letter (one is required, both are not necessary) Share why this specific role excites you and how your background connects to it Make sure your application is error-free (especially the basics like company name and job title) Answer the application questions with intention. Your responses don't need to be long; quality over quantity matters! If you use AI, review and edit so it sounds like you and is factually correct (no - passion and innovation are not our core values, no matter what ChatGPT tells you) Review the posted salary range before you apply and make sure it aligns with what you're comfortable with If you choose to submit a video cover letter, keep it short and engaging (under 2 minutes, please!)

Always apply through our website:

https://www.podmarketinginc.com/careers/

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We will reach out by email if you are selected for the next step. Either way, we appreciate your interest and the time you spent getting to know us.

At POD Marketing, we believe in creating an inclusive work environment, which is why we're proud to be an equal opportunity employer. We consider and evaluate all qualified candidates based on their qualifications without discrimination based on race, colour, religion, age, gender, sexual orientation, gender identity, genetic information, national origin, disability, veteran status, or any other legally protected characteristics.