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Executive Assistant

2 months ago

Edmonton Alberta, Edmonton region, Canada Project Forest Full time

Are looking for a job where every day YOU will make a difference? Are you looking for a job where you are part of the team that gives back to Mother Earth? Are you looking for a job where you get to build relationships with communities and the Canadian Business Community who trust and fund Project Forest to rewild Canada on their behalf? If your answer is yes, then we want to talk to you about our role as our first Executive Assistant & Account Manager - Environmental Impact.


Project Forest is a non-profit focused on rewilding local landscapes to capture carbon naturally. Made up of a team of passionate changemakers, we are creating a community of companies working together to plant forests where Canadians can enjoy them most – close to home.

Each new forest improves the air and water, supports animal habitat and creates natural playgrounds. By partnering with businesses to fund new forest creation, we’re bringing Canadians one step closer to a better place to live, work and explore.


Our love of trees is simple:

They bring life to this world in a way nothing else can. As our greatest natural resource, forests provide us with clean air and water, and a home for our province’s wildlife. Project Forest is committed to rewilding Canada’s local landscape by working with like-minded businesses who want to create community impact and improve people's lives simply by building forests. Together, we can improve our environment and create healthier communities for today, tomorrow and generations to come.


Project Forest is growing (pun intended) and we need YOUR help. Our rapid growth has created a need for an Executive Assistant & Account Manager. This role will be essential to help us achieve our goal and Rewild Canada One Forest at A Time. If you have a passion for our mission, for Mother Earth and creating positive impact, Project Forest wants to talk to you


As our Executive Assistant & Account Manager- Environmental Impact, you will work alongside our Executive Director taking over key responsibility for relationship management, partner onboarding, event planning, administrative and a variety of other tasks. Project Forest's ideal candidate will provide top-level assistance for the Executive Director and Communications Specialist. You will be well-organized and comfortable scheduling meetings and responding to emails on the their behalf. Lastly, this individual should be able to draft documents and help the executive with any necessary meeting preparations.


We have come a long way in 3.5 years and we need you to take Project Forest to the next level.

Key Accountabilities:


Executive Director Administrative Support:

  • Manage and maintain Executive Director schedules, including arranging meetings, appointments, and travel.
  • Handle correspondence, phone calls, and emails on behalf of the Executive Director.
  • Prepare and edit reports, presentations, and other documents.
  • Manage travel expenses
  • Attend meetings and events as directed by the Executive Director


Communication:

  • Act as a point of contact between executives, employees, clients, and other external partners.
  • Coordinate communication between departments and facilitate the flow of information.
  • Follow up with partners after meetings and provide information as requested by Executive Director
  • Follow up with leads generated from conferences and other events
  • input all cards into hubspot and send follow up emails
  • In HubSpot - build, foster and manage email sequence for conference leads.
  • Schedule Project Forest Discovery Meetings


Meeting Coordination:

  • Organize and coordinate meetings, including setting agendas, taking minutes, and following up on action items.
  • Ensure executives are well-prepared for meetings with relevant materials and information.


Project Management:

  • Assist with special projects and initiatives, providing administrative and logistical support.
  • Track progress and ensure deadlines are met.


Office Management:

  • Oversee office operations and procedures to ensure efficiency and effectiveness.
  • Maintain office supplies and equipment, and manage vendor relationships.


Financial Tasks:

  • Assist with budget preparation and expense tracking.
  • Process invoices, receipts, and other financial documents.


Event Planning:

  • Organize company events, conferences, and other corporate functions such as:
  • Annual Partner Celebration
  • Earth Day event planning
  • Workshops
  • Corporate Planting Events
  • Ground breaking ceremonies
  • Seedling give aways
  • Coordinate logistics, including venue selection, catering, and guest management.


Relationship Management:

  • Build and maintain relationships with key stakeholders, clients, and partners.
  • Facilitate communication and collaboration to support the executive's objectives.
  • Ensure all data in HubSpot is accurate
  • Current job and contact info
  • capture meeting and task notes in HubSpot
  • Ensure leads are categorized properly according to the place in the funnel
  • Seed Kits
  • Procurement
  • Construction
  • fulfillment


Partner Onboarding

  • Oversee new partner onboarding; ensure deliverables are being executed on in a timely fashion
  • Attend Habit onboarding meetings
  • When Habit is not involved execute on partner deliverables


Graphic Design

  • Printing and production of all comms hard assets


Should you be selected for an interview, we will ask what the Project Forest Core Values mean to you? Core values are important at Project Forest and your answers will be weighted heavily in the selection process:


  • Responsibility
  • Transparency
  • Community
  • Reciprocity
  • Humility


Qualifications & Experience:


Education

Post Secondary Education:

  • Preferred in business administration, communications, management, or a related field.

Relevant Certifications:

  • Certifications in office management, project management, or related areas can be beneficial.


Professional Experience

Executive Support:

  • Proven experience as an executive assistant or in a similar administrative role.
  • Experience managing executives' schedules, travel arrangements, and correspondence.

Account Management:

  • Experience managing client accounts, including maintaining client relationships and handling account-related inquiries.
  • Experience in sales, customer service, or project management roles can be advantageous.

Project Coordination:

  • Experience coordinating projects, including planning, execution, and follow-up.
  • Demonstrated ability to manage multiple tasks and deadlines efficiently.


Culture is important at Project Forest We keep things positive while making positive impact every day. Your passion for the environment, your love for the outdoors and a commitment to our mission is what will set you apart from the other applicants.