Admin/Event Assistant

3 weeks ago

Canada Theresa Place Media Inc Full time €20

We are a digital marketing, event management, & business administration company that delivers done-for-you services to business owners, non-profit organizations, and professionals. We are growing and are now accepting applications for an  Administrative/Event Assistant  to join our team.

Reporting to the President and COO, this role is 25 hours per week, with the potential for full-time. Weekly hours may increase depending on the event. You must have your own vehicle and a valid driver’s license for this role.

This is a hybrid position with a combination of working from home, in the office and at client in-person events. The office is located in Burlington, ON.

Office hours are flexible between 9 am and 5 pm, however, some evening and weekends hours will be required for event attendance. You will be required to attend in-person meetings, brainstorming sessions and team building sessions at the office.

Travelling throughout Burlington, Hamilton, Toronto, Guelph, Cambridge, Kitchener, Waterloo and Brantford is a part of this position so the successful candidate must have reliable transportation.

Responsibilities:

As the  Administrative Assistant , you will be responsible for the following:

  • Respond to the general email
  • Answer the phone during business hours
  • Taking meeting notes and minutes as needed
  • Support the file system
  • Prepare and send invoices
  • Process all payments and receipts for events and educational seminars
  • Update client membership databases as needed
  • Knowledge of Microsoft Office, Outlook, Google, Teams and Zoom are a must.
  • Additional duties as assigned

As the  Events Assistant , you will be responsible for the following:

  • Respond to general email inquiries
  • Contact venues for availability and pricing
  • Setup client event registration portals
  • Arrange appropriate venue and catering requests
  • Monitor event registrations
  • Print and coordinate all registration lists and paperwork for live events
  • Set up and prepare venue for all live events. This includes the setup of the registration table and all promotional materials.
  • Prepare and bring to the location (if applicable) all the materials required (registration list, course materials etc.) for each event.
  • Attend meetings (in-person/virtually) as required

Requirements:

  • A minimum of 1 year of administrative experience
  • High level of attention to detail
  • Exceptional ability to prioritize and multi-task
  • Superior verbal and written communication skills
  • Experience collaborating with team members and clients
  • An understanding of social media and other marketing skills used to send invitations and promote events
  • The ability to do basic math
  • Must have a reliable vehicle and valid driver’s license

This role is for you if:

  • You care about the work that you do.
  • You’re hyper-focused on getting the details right
  • You are a self-starter who does not require micromanagement.
  • You embrace technology with open arms and get excited about learning new systems and ways of doing things.
  • Google/Outlook are your best friends.
  • You can juggle multiple tasks and competing priorities while ensuring quality and timely content.
  • You have exceptional communication skills.
  • “That’s not my job” is not in your vocabulary.
  • You can travel to in-person events in the Burlington, Hamilton, Toronto, Guelph, Cambridge, Waterloo, Kitchener & Brantford area.

Please don’t apply if:

  • You are working building your own business (you can have a side hustle, but this is your main hustle)
  • You are not available for about 25 hours per week
  • You don’t like working with people
  • You need to be told what to do when there is “downtime”
  • You’re not willing to work in the Burlington, ON office
  • You’re not willing to work evenings and weekends when needed
  • You’re not available Monday to Friday between 9 am – 5 pm

Software we use:

Asana/Slack/G-suite/Zoom/Toggl/Notion/Outlook/Teams

Why work with us:

  • We are a fun team of individuals in a growing company
  • We strive to provide internal growth opportunities
  • You can enjoy a flexible schedule
  • We work hard during working hours and respect our time off. (Turn those email and social media notifications off)
  • The hourly pay rate is $20/hour

Application Instructions:

Step #1: Apply. If you’d like to be considered for this role, please submit a resume and cover letter outlining your experiences. Remember that we are looking to hire for this role by March 15, 2024, and will close applications as soon as we find the right fit.

Step #2: Wait for us to contact you. If you meet the criteria listed above, we will contact you. We thank everyone who applies but only those considered for the role will be contacted for further discussion.

Good luck

Job Type: Part-time

Salary: From $20.00 per hour

Expected hours: No less than 25 per week

Schedule:

  • Monday to Friday

Experience:

  • Administrative experience: 1 year (preferred)

Licence/Certification:

  • Driving License and own vehicle (required)

Work Location: Hybrid remote in Burlington, ON

Proud Member of Business Hours

Monday-Thursday:
9:30am to 4:30pm
Friday: 9:30am to Noon

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