Administrative Assistant

4 weeks ago

Oshawa, Canada Kathleen Black Coaching and Consulting Full time

We are seeking an Administrative Assistant to join our team You will perform clerical and administrative functions in order to drive company success.

**Responsibilities**:

- Administrative Tasks: Performs a variety of administrative tasks to support the operations of the business, such as entering and updating data, drafting and preparing a variety of documents, and maintain and organize schedules for team members, including arranging meetings, appointments, and travel itineraries.
- Client support: Provide assistance to clients with inquiries, scheduling, and general support to ensure a positive experience with the coaching services.
- Document management: Organize and maintain digital and physical documents, including client files, coaching materials, and administrative records, ensuring accuracy and confidentiality.
- Virtual Meeting Organization: Provides administrative support for organizing, coordinating, and producing virtual meetings to ensure they run smoothly.
- Reporting: Provides various simple reports, on a scheduled or ad-hoc basis, on activities of the department/coaching sessions/event to support ongoing operations and strategic planning.
- Documentation: Drafts and updates documents for internal use on procedures, processes and systems related to the incumbent’s responsibilities.
- Special projects: Support coaches and management with ad hoc projects such as marketing campaigns, event planning, or research initiatives to contribute to the company's growth and success.
- Vendor Coordination: Assist in coordinating with vendors and suppliers to ensure timely delivery of goods and services. Process invoices and maintain records of vendor payments.
- Coordinate/Assisting Events: Assist in the planning and coordination of marketing events such as events, in-office training, and promotional campaigns. This includes arranging logistics, preparing materials, and liaising with vendors and partners.
- Other duties as assigned: Perform any additional tasks as necessary to support the smooth operation of the business and contribute to the overall success of the team.

**Preferred technical skills**:

- Proficiency in Google Suite
- Producing and scheduling Zoom/Google Meet meetings
- Hubspot
- Asana
- Kajabi
- Jotform
- DocuSign

**Qualifications**:

- Previous experience in office administration or other related fields
- Experience in real estate is an asset
- Ability to prioritize and multitask
- Excellent written and verbal communication skills
- Strong attention to detail
- Strong organizational skills

Pay: $20.00-$23.00 per hour

Expected hours: 20 - 30 per week

**Benefits**:

- Flexible schedule
- Work from home

Schedule:

- Monday to Friday
- Weekends as needed

Work Location: In person

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