Administrative Assistant

Job Summary

Reporting directly to the Business Development Manager, the Administrative Assistant provides essential support to ensure the smooth operations of IMC's business development activities. The role plays a key part in maintaining organized systems, accurate data, and professional communication across teams and partners. The incumbent is responsibility for updating and maintaining the Customer Relations Management (CRM) system, and dashboards. The Administrative Assistant will support with the coordination of meetings, reports, and presentations and will assist with industry and competitor research.

The incumbent will conduct all activities in a manner that supports the mission, vision, and values of IMC, while ensuring compliance with established Policies and Procedures.

This temporary, 12-month salaried position is based on forty (40) hours weekly.

Duties and Responsibilities

• Provide administrative support to ensure efficient day-to-day operations of the office and business development team.
• Serve as the first point of contact for internal and external inquiries regarding business development, ensuring timely and professional communication.
• Maintain and update the CRM system with accurate client and partner information to support reporting and business operations.
• Maintain the CRM by updating partner leads, project statuses, and revenue forecasts.
• Provide leadership with CRM reports to support revenue forecasting and performance tracking.
• Develop and maintain a Competitive Analysis focused on Indigenous businesses in sectors such as Oil Sands, Construction, and other Services.
• Monitor and update the Indigenous competitive landscape to identify threats, opportunities, and positioning strategies for IMC.
• Support the team by gathering and compiling competitor and industry research as needed.
• Organize and maintain digital and physical filing systems for proposals, contracts, and client records.
• Develop and maintain dashboards that summarize engagement activities, opportunities, and growth metrics.
• Update dashboards monthly and present them during internal strategy review sessions.
• Track submitted proposals and maintain a log of project statuses, key deadlines, and client follow-ups.
• Support meeting preparation by scheduling appointments, coordinating logistics, and preparing materials and agendas.
• Support the development of presentations, pitch materials, and business development content for prospective clients.
• Collaborate with the Business Development team to create and execute client and partner engagement strategies.
• Attend internal strategy sessions and contribute insights from research.
• Coordinate with internal departments to collect information and support cross-functional administrative tasks.
• Support ad-hoc business development initiatives as required.
• Plan, organize, and coordinate all Business Development events; and,
• Other relatable duties as assigned.

Qualifications

• A post-secondary certificate in Business Administration, Office Administration, or related field is required.
• Minimum of two (2) years of experience in administrative support roles.
• Equivalent combinations of education and experience may be considered.
• Valid Class 5 Alberta Driver's Licence and a clean drivers abstract are required.
• Criminal Record Check is required.
• Experience with CRM systems and database management is considered an asset.
• Strong analytical skills with the ability to manage data and deliver actionable insights.
• Advanced proficiency in Microsoft Excel, PowerPoint, and other Office Suite applications.
• Excellent written and verbal communication skills.
• Detail-oriented with strong organizational and time management abilities.
• Proactive, self-motivated, and capable of working both independently and collaboratively; and
• High level of professionalism, discretion, and the ability to manage confidential information.