Office Administrator/Executive Assistant

We are looking for a full time entry-level office administrator and executive assistant to work a hybrid WFH/office position, with the potential to expand and grow with the company. No experience is required. Office hours are flexible. This position will report directly to the President of North American Operations.

Responsibilities:

-Be the first point of contact for Customer Service matters (including fielding calls, email inquiries, and escalating issues when necessary)

-Assist with Finance tasks (including handling vendor receipts and invoices and working with a third-party Finance team to complete payroll and tax processes)

-Organize and coordinate off-site meetings, corporate events, and recruitment events

-Oversee all incoming and outgoing communications, including emails, phone calls, reports, and internal correspondence

-File important documents such as reports, meeting notes, emails, and letters.

-Keep the executive's calendar up-to-date by adding events, rescheduling appointments, and providing daily briefings

-Act as the gatekeeper for internal and external contacts, including vendors, colleagues, clients, and customers

-Conduct research and create reports on various topics based on the needs of the executive

-Follow up on deadlines and commitments to or from the management team.

-Make travel and accommodation arrangements

-Track daily expenses and prepare weekly, monthly, or quarterly reports.

-Assist in planning and organizing company events

-Keep important information and documents organized physically and electronically.

-Maintain a high degree of discretion and confidentiality

-Seek out proactive opportunities to assist in other areas when assignments are complete

-Handle the administration of the sales cycle (including responding to customers and generating quotes and invoices)

-Other duties as required

Qualifications/skills:

-High school diploma

-Fluent in English

-Proficient in MS Office (Word, Excel, Powerpoint) and Google Workspace (Gmail, Docs, Sheets)

-Able to work as part of a hybrid team, using video conferencing software (Zoom, Microsoft
Teams) and online collaborative tools (CRM, Google Docs)

-Ability to learn new software quickly

-Excellent written and verbal communication skills

-Excellent organizational skills, including prioritization

-Able to work with a wide variety of people through multiple modalities (both on site and
remote via phone, email, and chat)

-Able to work efficiently and effectively with minimal supervision

-Able to be resourceful and proactive when issues arise

Job Type: Permanent, full-time

Salary: $30,000-$40,000 per year