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Requirements and responsibilities
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 ResponsibilitiesAdministrative 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.
Optionally, you can add more information later (benefits, pre-screening questions, etc.)