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Executive Assistant

2 weeks ago

Ottawa, Canada Grassroots Design & Build Inc. Full time

**Executive Assistant & Office / Marketing Coordinator - Job Description**

**Our organization**

GRASSROOTS DESIGNS & BUILD IS AN AWARD-WINNING OTTAWA-BASED DESIGN AND BUILD COMPANY. WE ARE ALSO A FARROW & BALL PAINT & WALLPAPER STOCKIST.

**Your role**

This is a threefold job for a startup minded organization:
You will be helping our office, and our CEO operate smoothly and effectively so our team can perform to its best ability.

This job is for you if you are accountable and kind, have great attention to detail and love to collaborate with creative people doing amazing things You appreciate the importance of being behind the scenes, supporting the leader with a seamless schedule to allow for maximum team efficiency. You can connect with clients and are effective at organizing their requests and disseminating information appropriately.

**Roles and Responsibilities**:
**(1) Executive Assistant to the CEO**
- Manage CEO's calendar and schedule meetings efficiently, with a capacity to handle last minute meeting cancellations.
- Run errands as needed
- Follow up with décor/CEO clients, providing proposals, sample documents, and arranging next steps such as meetings, site visits and space measuring.
- Prepare order lists, obtain client approval, and place approved orders.
- Track ordered items' delivery and verify their viability upon receipt.
- Coordinate the delivery and installation of items to décor clients.

**(2) Office Administration**
- Serve as the first point of contact for incoming calls and visits from prospective and current clients.
- Process orders for paint and wallpaper, over the phone and in-person.
- Coordinate and schedule meetings for the Designers and Construction team as required.
- Maintain and update company policies.
- Identify areas for improvement and develop new processes to enhance business operations.
- Organize physical and electronic files, records, and documents efficiently.
- Draft and edit correspondence, reports, and other documents as necessary.
- Procure office supplies & kitchen maintenance as necessary.
- Follow up with IT company as needed
- Managing/ ordering Farrow & Ball products and disseminating their promotional activities to the team.
- Oversee the company website's performance and ensure it remains up to date in collaboration with relevant stakeholders.
- Facilitate the induction of new employees and prepare necessary arrangements for their efficient onboarding.
- Ensure office exterior maintenance including care for flowers and snow removal.

**(3) Marketing**:

- Plan, shoot, and edit engaging video content for social media platforms.
- Prepare and edit photos for posts, ensuring they align with the brand's aesthetic.
- Develop a content calendar and schedule posts across social media platforms using scheduling tools.
- Monitor social media channels for comments and messages, responding promptly and professionally to inquiries when possible.
- Track and analyze post-performance metrics to refine content strategies and improve engagement.
- Ensure all content aligns with the company’s branding, tone, and overall marketing strategy.
- Website maintenance and update
- Organizing and promoting professional photoshoots of projects.

**What we are looking for**:

- 2 - 5 years experience in administrative or marketing position
- Minimum college diploma in administration or marketing
- Motorized, with a G license
- Residing in Ottawa, ON
- Proficient in MS suite including Outlook, Excel, Teams, SharePoint
- Experience with Adobe Suite, Canva, Sketchup, Houzz Pro is an asset
- Ability to keep timelines on track
- Highly organized person able to work on a variety of tasks
- Understanding of the importance of customers’ satisfaction
- Ability to take responsibility and give and receive feedback
- Ability to empathize with clients’ reality and perspectives and manage difficult conversations and clients
- Gratitude, perspective and joy are key qualities
- Flexible mindset and willingness to work in a small team
- French appreciated but not mandatory

**This job is for you if you are a**:

- Creative and organized individual with a passion for interior design and renovations
- Social media wizard
- Professional, structured oriented and above all else, collaborative person
- Go-to attitude Willing to jump in and help other tasks outside of the scope of their job description
- You are open to give a hand over the weekends, when needed

**What we offer**
- Fair Pay
- Benefits
- Gas Allowance
- A friendly work environment in one of Ottawa’s most desirable neighbourhoods (walkable amenities)
- Casual dress code
- Flexible and balanced schedule: 8-hr day shift, from Monday to Friday.
- On-site parking

**Job Types**: Full-time, Permanent

Pay: $50,000.00-$60,000.00 per year

**Benefits**:

- Casual dress
- Dental care
- Mileage reimbursement
- On-site parking
- Paid time off
- Vision care

Flexible language requirement:

- French not required

Schedule:

- 8 hour shift
- M