Description

Job Title: Administrative Assistant

Our client, a growing and dynamic organization, is looking for an Administrative Assistant to provide organizational support, handle logistical tasks, and assist with administrative functions. In this role, you will work closely with the team, providing behind-the-scenes support to help streamline operations, improve team efficiency, and ensure smooth coordination of day-to-day tasks.

Responsibilities:

Logistics, Event, & Administrative Support

• Organize and coordinate meetings, set appointments, and ensure calls are scheduled in the calendar.
• Take meeting minutes and handle email follow-ups to ensure all tasks and action items are addressed.
• Provide general administrative support as needed, ensuring efficient operation of the business.
• Confirming attendance for events via email follow-ups and calls with a provided script

Design & Content Support

• Assist with design work in Canva, creating visuals for presentations, newsletters, and other materials.
• Help build a newsletter using Constant Contact, following provided templates and SOPs.
• Support with social media scheduling and monitoring channels for community engagement.

Market Research & Information Gathering

• Conduct market research to find relevant information on venues and other topics as required.
• Assist with CRM systems for data management, keeping track of important client information and communication.

Invoicing & Bookkeeping Support

• Responsible for invoicing clients, tracking payments to ensure they are received by the due date, and assisting with overall budgeting.
• Follow SOPs and support with data entry via accounting system (Invoice2Go)

Document Creation & Proposal Support

• Help build proposals and presentations using templates, ensuring they align with client expectations.

What Success Looks Like:

• Organized and Efficient Operations → Smooth scheduling and follow-ups ensure meetings run seamlessly.
• Timely and Accurate Support → Administrative tasks are completed on time, allowing the team to stay focused on high-priority items.
• Effective Communication → Clear communication with clients and internal teams, ensuring all actions are tracked and followed through.
• Creative Design Support → High-quality designs and content are delivered on time, contributing to successful marketing and outreach.

Qualifications:

• 1+ years experience in administrative support or a similar role
• Strong written and verbal communication skills in English.
• Tech-savvy, with familiarity using CRM systems for data management and tracking.
• Experience with social media scheduling tools and a passion for community engagement.
• Design skills in Canva or similar platforms.
• Ability to follow SOPs, ensuring high-quality and consistent work output.
• Attention to detail in data entry and great with numbers/calculations.

Preferred – Bonus:

• Proficiency in tools like Zoom, Calendly, and Constant Contact.
• Familiarity using CRM systems for data management and tracking.

Opportunity:

This is an exciting opportunity to support a growing business and be part of a dynamic team. You will have the chance to work in a fast-paced environment, providing essential administrative and logistical support while developing your skills in design, research, and client interaction. If you are an organized and proactive professional who thrives in a supportive role, we encourage you to apply and help us grow!

Application Process:

To be considered for this role these steps need to be followed:

• Fill in the application form
• Record a video showcasing your skill sets

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