Executive Assistant & Administrative Coordinator

We are seeking a proactive, strategic, and detail-oriented Executive Assistant & Administrative Coordinator. This role supports our Executive and Business Development teams by contributing to key strategic and operational processes. This individual supports the company's administrative functions through organization of information, writing, research, and communication both internally with our team and externally with clients. This role requires sensitive financial administration - including contract management and bookkeeping support, day to day executive assistance for our CEO, and office administration.

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Key Responsibilities:

Executive Support, Compliance, and Operations

• Act as the primary administrative support and gatekeeper for the CEO, strategically managing their schedule, time, and priorities.
• Coordinate and provide preparatory material for meetings involving the CEO and other executive team members. Attend and ensure detailed note-taking as needed.
• Manage the intake process for new projects, from project award to Operations team handoff: organizing and tracking key documents, reviewing contracts and facilitating their signing, and providing detailed information to assist the Operations team in developing effective Project Briefs and Project Plans.

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Office Administration

• Manage general day-to-day office upkeep and office access and security.
• Centralize any office-related issues and liaise with property management and relevant external service providers (cleaning, repairs, IT, etc.).
• Purchase, track and stock office supplies.

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Financial and System Administration

• Invoice clients, track accounts receivable, and process payments.
• Make, log, and track operating expenses.
• Identify and implement a new team login/password management system, including training team members on proper use.

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Human Resources, Culture and Policy

• Draft, review, and organize employee contracts.
• Provide administrative and coordination support on recruitment and professional development processes.
• Collaborate with relevant team members to organize team building events and initiatives.
• Monitor, update and communicate company policies, acting as the point person for employee questions and support.
• Administer the company’s benefits plan, managing new employee enrolment.

Background:

• 3-5 years of experience in administration, executive support, financial administration, coordination, or finance related roles, ideally in sectors including media, communications or technology.
• A university degree, college diploma, industry certification, or other formal training equipping you with skills outlined for the role.

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Core Competencies:

• Accountability & Integrity: Accountable for successful delivery of individual tasks and larger system/project components; demonstrates professional behaviour and reliability.
• Communication & Collaboration: Communicates clearly with team/managers regarding own work and proactively ensures the success of larger system/project components; raises issues when needed; collaborates effectively; consistently adds value to meetings.
• Planning & Organization: Plans and prioritizes their individual tasks and overall workload effectively; consistently meets deadlines and supports managers in creating effective plans for internal and external initiatives.
• Leadership & Innovation: Offers creative input and adapts well to changes within their scope; contributes creative solutions to larger system/project components; uses and actively explores AI tools effectively following guidance.

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Core Technical Skills and Tools:

• Executive Support: You have strong strategic thinking skills and a demonstrated ability to understand and support both senior leadership and diverse team members by proactively anticipating their needs and managing their calendars and priorities.
• Financial Administration: You understand and/or have experience in invoicing, expense tracking, and/or other bookkeeping practices, including clear and structured organization of payments.
• Technical Writing & Communication: You are skilled at crafting clear, precise, evidence-based written documents such as briefs, notes, contracts and presentations. You have a strong attention to detail and can tailor content for diverse audiences, including executive leaders.
• Data & Analytics: You are adept at tracking and analyzing data to inform strategy and provide actionable insights to the executive team.
• Digital Tools: You are proficient with a range of digital tools for scheduling, bookkeeping, project management, and document management. You must be proficient in Microsoft Excel/Google Sheets, and ideally Quickbooks for invoicing. You are also familiar with generative AI tools for research, writing and process efficiency.

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Bonus if You Have:

• Experience with procurement processes such as proposal writing for RFPs or grant applications.
• Experience with data visualization tools (e.g., Looker Studio, Power BI).
• Experience working with public- or education-sector clients, including non-profit organizations.
• Understanding of digital media production and technology development workflows.
• Fluency in French and/or Spanish.