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.