Administrative Assistant

Job Title: Administrative Assistant

**Job Description**:
We are seeking a highly organized and proactive Administrative Assistant to join our dynamic digital agency. As an Administrative Assistant, you will play a crucial role in providing essential support across various categories, including communications, HR, finance support, business development, executive assistance, and operational support.

**Responsibilities**:
Communications:

- Answer and direct phone calls.
- Schedule appointments and meetings.
- Take meeting minutes.
- Draft and distribute professional communications.
- Assist with client communication and inquiries.
- Support writing and editing of communication content.
- Attend meetings, take notes, and help with agendas.
- Contribute to social media and website management.
- Assist in developing digital communication strategies.
- Create guidelines for company procedures.
- Manage calendars efficiently.
- Provide writing support across channels.
- Demonstrate bilingual fluency (English and French).
- Contribute to corporate communications efforts.

HR Support:

- Assist with job postings, interviews, and hiring processes.
- Manage employee benefits, including health and dental plans.
- Onboard new employees and maintain accurate records.
- Coordinate training, development, and performance evaluation programs.
- Support employee benefits and payroll administration.
- Handle employee inquiries and minor conflicts.
- Ensure compliance with HR policies and legal requirements.
- Support HR initiatives and projects.

Finance Support:

- Assist with financial record-keeping and data entry.
- Prepare and review sales contracts.
- Process invoices, expense reports, and purchase orders.
- Coordinate payment processing and budget tracking.
- Manage accounts receivable (A/R) payments and collections.
- Track and maintain timesheets and invoicing.
- Digitize filing processes and organize historical paperwork.
- Utilize filing experience to maintain an organized and efficient filing system.

Business Development:

- Prepare proposals, presentations, and business development materials.
- Maintain client databases and CRM systems.
- Share observations with management on market trends and competitors.
- Contribute to improving admin and organizational processes.
- Collaborate with cross-functional teams for business development initiatives.
- Identify and evaluate new business opportunities.
- Assist in market research and analysis.
- Coordinate meetings, conferences, and networking events.

Executive Assistance:

- Provide administrative support to consultants, including scheduling meetings and making travel arrangements.
- Prepare presentations, reports, and spreadsheets.
- Monitor office supplies and place orders as needed.
- Maintain and organize digital records.
- Perform general office tasks as needed.

Qualifications:

- Proven experience as an administrative assistant or in a similar role.
- Strong organizational and time management skills.
- Excellent written and verbal communication abilities in English and French.
- Proficiency in MS Office and other relevant software.
- Attention to detail and accuracy in all tasks.
- Ability to handle multiple priorities and deadlines.
- Discretion and confidentiality in handling sensitive information.
- Experience with filing systems and maintaining organized records.
- If you are a self-motivated and adaptable individual with a passion for supporting a digital agency's operations, we would love to hear from you. Join our team and contribute to our success

To apply, please submit your resume, cover letter, and any relevant work samples.

Thank you for considering this opportunity

**Job Types**: Full-time, Permanent, Fixed term contract
Contract length: 6 months

**Salary**: $18.00-$22.00 per hour

**Benefits**:

- Paid time off

Schedule:

- Monday to Friday

Ability to commute/relocate:

- Ottawa, ON K1Z 7M4: reliably commute or plan to relocate before starting work (required)

**Education**:

- Secondary School (preferred)

**Experience**:

- Administrative experience: 2 years (preferred)

**Language**:

- English (required)
- French (preferred)

Work Location: Hybrid remote in Ottawa, ON K1Z 7M4