Executive & Operations Administrative Assistant
CONTRACT - 4 month with potential to extend into permanant full-time
Position Overview
We are looking for a highly organized, detail-oriented Executive & Operations Administrative Assistant to support a growing business with a wide variety of administrative and project coordination tasks.
No two days are the same. One day you may be researching suppliers, organizing marketing documents, and entering data into spreadsheets. The next day you could be coordinating with property managers, following up on contractors, preparing reports, or helping organize company documentation.
This role is ideal for someone who enjoys solving problems, keeping projects organized, and supporting multiple areas of a business.
Responsibilities
Executive & Administrative Support
- Conduct online research and summarize findings.
- Prepare documents, reports, and presentations.
- Maintain organized digital filing systems.
- Manage spreadsheets and company records.
- Data entry with a high level of accuracy.
- Prepare meeting notes and action item lists.
- Track deadlines and follow up on outstanding tasks.
- Assist with travel, appointments, and scheduling when required.
Property Management Support
- Coordinate with property managers, contractors, and service providers.
- Track maintenance requests and project progress.
- Obtain quotes from vendors.
- Organize invoices and supporting documentation.
- Monitor project timelines and follow up on outstanding items.
- Maintain property records and documentation.
Marketing & Sales Administration
- Assist with marketing paperwork and documentation.
- Help organize promotional campaigns and marketing calendars.
- Maintain product information and marketing assets.
- Coordinate information between marketing, sales, and outside vendors.
- Organize customer and project information.
- Assist with preparing reports and tracking marketing activities.
Research & Project Support
- Research products, suppliers, competitors, software, and business opportunities.
- Compare pricing and prepare recommendation summaries.
- Gather information for business decisions.
- Help coordinate special projects from start to finish.
- Create and maintain standard operating procedures (SOPs) and documentation.
General Office Support
- Organize files and digital records.
- Prepare forms and internal documents.
- Assist with process improvements.
- Perform a variety of administrative tasks as business needs evolve.
Qualifications
- Exceptional organizational skills.
- Excellent attention to detail.
- Strong written and verbal communication.
- Comfortable working independently.
- Ability to manage multiple priorities simultaneously.
- Strong problem-solving skills.
- Proficient with Microsoft Office and Google Workspace.
- Comfortable learning new software quickly.
- Professional and dependable.
Preferred Experience
Experience in one or more of the following is considered an asset:
- Administrative support
- Executive assistance
- Property management
- Marketing coordination
- Project coordination
- Data management
- Small business operations
The Ideal Candidate
You enjoy creating order out of chaos.
You naturally notice details that others miss. You like checklists, keeping projects organized, and making sure nothing falls through the cracks.
You are comfortable switching between different types of work throughout the day and enjoy learning new skills. Rather than waiting for instructions, you proactively identify what needs attention and help keep projects moving forward.
What We Offer
- A varied and engaging role with new challenges every day.
- Opportunity to work across multiple business functions.
- Supportive and collaborative team environment.
- Opportunities for growth and a long-term position
Pay: $25.00 per hour
Application question(s):
- In what industry is your experience?
- How comfortable are you researching unfamiliar topics and summarizing your findings independently?
- Have you coordinated vendors, contractors, or outside service providers?
Experience:
- admin or ops support: 3 years (required)
Work Location: In person
