Office Manager at Diligent in Vancouver, British Columbia, CA

Diligent is the AI leader in governance, risk and compliance (GRC) SaaS solutions, helping more than 1 million users and 700,000 board members to clarify risk and elevate governance. The Diligent One Platform gives practitioners, the C-Suite and the board a consolidated view of their entire GRC practice so they can more effectively manage risk, build greater resilience and make better decisions, faster.

At Diligent, we're building the future with people who think boldly and move fast. Whether you're designing systems that leverage large language models or part of a team reimaging workflows with AI, you'll help us unlock entirely new ways of working and thinking. Curiosity is in our DNA, we look for individuals willing to ask the big questions and experiment fearlessly - those who embrace change not as a challenge, but as an opportunity. The future belongs to those who keep learning, and we are building it together. At Diligent, you’re not just building the future - you’re an agent of positive change, joining a global community on a mission to make an impact.

A Day in the Life Diligent's continued success and growth depends on not just setting a high bar of client satisfaction, but also of employee experience. We are seeking a proactive and vibrant Office Manager to join our team. The office manager works closely with the employees and the local leadership teams to ensure a smooth operation of day-to-day tasks, provide employee support, and manage administrative duties. This is the perfect opportunity for an individual who loves to roll their sleeves up and support various initiatives and projects, is meticulously organized, analytical, and is passionate about being part of the growth of our organization, with a focus on their office site.

Key Responsibilities

• Manage the entire office space, including workspace allocation, working closely with recruitment and IT to align on new joiners.
• Support office engagement initiatives, working closely with the local culture club/Site Lead in building engagement programmes.
• Act as the people manager for reception staff, providing day-to-day supervision, and performance support.
• Manage security and access control, reviewing daily reports, and assisting with special requests.
• General mail duties, collecting tax notices, incoming bills, memos, AP and AR communications, and distributing them appropriately.
• Order office supplies, snacks, and beverages on a weekly basis, keeping track of spending, and managing office expenses.
• Support the executive leadership, whether it be catering, diary management, travel or general office support.
• Coordinate catering for departmental lunches and non-executive meetings.
• Coordinate events and schedule conference rooms.
• Be the point of contact for all building and property management communications.
• Regularly review and update building emergency preparedness and evacuation procedures.
• Be the point of contact for all vendor engagement; managing cleaning services, furniture repairs, and other ad hoc services across a wide range of office requirements.
• Organize maintenance and repair contractors: electricity, plumbing, air conditioning, dishwasher, coffee machine.
• Oversee health, safety, and wellbeing initiatives, ensuring compliance with local regulations and internal standards.

Required Experience/Skills

• Proficiency in Microsoft Office Suite.
• 2-4 years of experience in a customer-facing or office management role.
• Experience managing an office and supervising staff such as receptionist personnel preferred.
• Strong communication and interpersonal skills.
• Strong problem-solving skills and the ability to multitask and prioritize effectively in a fast-paced environment.
• Work experience in hospitality and customer service highly preferred.

What Diligent Offers You

Pay Range

Offers will be negotiated based on each candidate's qualifications.

Incentive Compensation This role is eligible to participate in our annual incentive plan. Incentives are earned based on employee performance against defined metrics and company goals.

Benefits Full-time roles are eligible for our comprehensive benefits program which includes medical, dental and vision coverage. You may also contribute to our 401(k) plan that includes a company match.

Creativity is ingrained in our culture. We are innovative collaborators by nature. We thrive in exploring how things can be differently both in our internal processes and to help our clients. We care about our people. Diligent offers a flexible work environment, global days of service, comprehensive health benefits, meeting free days, generous time off policy and wellness programs. (among others) Diversity is important to us. Growing, maintaining and promoting a diverse team is a top priority for us. We foster and encourage diversity through our Employee Resource Groups and provide access to resources and education to support the education of our team, facilitate dialogue, and foster understanding. Diligent created the modern governance movement. Our world-changing idea is to empower leaders with the technology, insights and connections they need to drive greater impact and accountability – to lead with purpose. Our employees are passionate, smart, and creative people who not only want to help build the software company of the future, but who want to make the world a more sustainable, equitable and better place.

Headquartered in New York, Diligent has offices in Washington D.C., London, Galway, Budapest, Vancouver, Bengaluru, Munich, Singapore and Sydney.  To foster strong collaboration and connection, this role will follow a hybrid work model. If you are within a commuting distance to one of our Diligent office locations, you will be expected to work onsite at least 50% of the time. We believe that in-person engagement helps drive innovation, teamwork, and a strong sense of community.