• Job Description

  Req#: 4A6FFE1884
  We are looking for a highly organized and proactive Administrative & Marketing Assistant to support our day-to-day operations. This role blends administrative coordination, marketing support, and basic financial oversight, making it ideal for someone who thrives in a fast-paced, varied environment. The successful candidate will be a key point of contact across the business and will play an important role in keeping both our operations and our brand running smoothly.
  
  Key Responsibilities
  
  Administrative Support
  • Manage and maintain executives' and team calendars, scheduling meetings and coordinating appointments.
  • Handle incoming emails and correspondence, triaging and responding as appropriate.
  • Organize and maintain digital and physical filing systems, ensuring documents are accurate and accessible.
  • Create and maintain SOPs.
  • Assist in coordinating travel arrangements, including flights, accommodation, and itineraries.
  • Prepare meeting notes and follow up on action items from meetings.
  
  Marketing Support
  • Assist in the development and scheduling of content across social media platforms.
  • Draft, proofread, and distribute marketing materials including newsletters, emails, and promotional content.
  • Coordinate with external designers, agencies, or printers on marketing collateral.
  • Track and report on social media engagement metrics and campaign performance.
  • Manage posting and engagement on social media platforms (LinkedIn and Instagram).
  
  Basic Financial Assistance
  • Gather missing receipts from various sources.
  • Process and reconcile employee expenses in a timely and accurate manner.
  • Set up bills for payment.
  • Code and submit invoices and expenses to the appropriate GL codes.
  • Ensure expenses are approved and reimbursed in accordance with company policy.
  • Assist in preparing monthly expense summaries and reports for review.
  
  Qualifications & Experience
  • 2+ years of experience in an administrative, marketing, or office coordination role.
  • Proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and/or Google Workspace.
  • Familiarity with social media platforms and basic content management (LinkedIn, Instagram, Facebook).
  • Experience with expense management tools.
  • Excellent written and verbal communication skills.
  • Strong organizational skills with the ability to manage multiple priorities and deadlines.
  • High attention to detail and accuracy in all work.
  • Demonstrated ability to handle confidential information with discretion.
  • Post-secondary education in Business Administration, Marketing, or a related field is preferred.
  
  Key Competencies
  • Initiative & Self-Starter: Takes ownership of tasks and proactively identifies areas for improvement.
  • Detail-Oriented: Maintains a high level of accuracy and thoroughness in all tasks, carefully reviewing work to ensure documents, communications, and data are error-free. Consistently identifies discrepancies, follows established processes, and maintains organized systems that support efficiency and reliability.
  • Adaptability: Comfortable shifting between administrative and creative tasks throughout the day.
  • Collaboration: Works effectively across departments and with external stakeholders.
  • Communication: Clear, professional, and timely in all written and verbal interactions.
  • Resourcefulness: Finds practical solutions with limited guidance.

• About the company

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