The posting
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.
