Admin and Executive Assistant

The Executive Admin Assistant is a key support role for the management team and staff in order to deliver on tasks, keep us organized and help effectively to execute and achieve our business goals.

RESPONSIBILITIES AND DUTIES
• Provide support and assistance for various tasks to various employees and members of the management team
• Maintain a high degree of discretion and confidentiality
• Keep important information and documents organized physically, and electronically on the company’s data room
• Manage tasks related to supplier ordering and invoice management.
• Manage and keep CRM information up to date and organized
• Assist with Accounts Receivable tasks and co-ordination with accounting team on missing invoices, receipts, etc.
• Scheduling and managing logistics and deliveries for local shipping / deliveries and cross border Canada/US shipping and customs forms.
• Assist with various marketing and sales tasks as required
• Assist with travel and hotel bookings as required
• Conducting research and creating reports on various topics as assigned
• Other Project Assistance as required

QUALIFICATIONS AND SKILLS
• You have the highest level of ethics, integrity, and honesty.
• You are able to handle a workload of different tasks, with competing priorities and are effectively able to execute and manage your tasks.
• You can analyze issues, forecast problems and pro-actively solve problems
• You are comfortable with computers and technology and able to pick up new software quickly
• You are creative in finding solutions that are shortest path/timeline, lowest cost & risk.
• You are able to connect the dots between what’s missing and what’s needed
• You understand the importance of quality and strive to meet and exceeds standards
• You are agile, adaptable and understand how to navigate unknowns and surprises
• You are strong teamwork to and a collegial interpersonal competence
• You have strong communication skills verbal and written; are thorough and attentive to details; able to prioritize and multitask; you are proactive and deadline oriented.
• You are comfortable working independently, and are self-motivated
• You recognize this is a remote role and requires a higher degree of flexibility, adaptability and at times overlapping hours with Eastern time zone in Canada and the US.
• You can interact effectively with various stakeholders’ employees, customers, vendors, subcontractors, at all levels of the organization.
• Experience with accounting and/or sales and marketing concepts is an asset

PREFERRED EDUCATION AND EXPERIENCE
• Training or Experience related to Administrative or Executive Assistant positions
• Knowledge of software, including word processing, spreadsheets, databases, and presentation software.
• Knowledge of any accounting software, sales and marketing tools, social media tools is not required, but is an asset