Position: Administrative Assistant 

Position Type: Full-time, Monday to Friday, Existing Vacancy 

Hybrid: In-office Monday - Thursdays, remote on Fridays

Reports to: Valerie Weidemann, VP People & Culture

Department: Administration

Salary Range: $50k - $60k plus benefits

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Job Purpose:

The Administrative Assistant provides high-level, comprehensive support to the Leadership Team, enabling their effectiveness and supporting the smooth operation of the business. This role is ideal for a service-oriented professional who thrives in a fast-paced work environment and brings exceptional organization, initiative, and interpersonal warmth to their work. The role provides essential support to ensure the efficiency of the Leadership Team and office environment by managing internal workflows, coordinating tasks and communication, and supporting logistics and administration.

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Specific Accountabilities:

1. Provide administrative support (40%)

• Provide administrative support to the President, Chief Development Officer, and Vice President, maintaining confidentiality and professionalism
• Manage internal calendars, schedule meetings, and coordinate appointments
• Arrange travel and accommodations for leadership and employees 
• Plan logistics for meetings and events, including arranging venues, catering, travel, and materials
• Assist with reimbursement processing and financial documentation, ensuring accurate recordkeeping 
• Own administrative responsibilities, support special projects, and maintain organized documentation
• Organize and track company policy compliance, documentation, revision, and communication

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2. Support task and project management (40%)

• Manage and track tasks, priorities, and deliverables using Asana 
• Ensure distribution of action items from meeting notes
• Support the implementation and use of Asana to ensure task prioritization and completion

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3. Provide technology support (10%)

• Provide first-line tech support and troubleshooting
• Assist with onboarding new users onto equipment, systems, and tools

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4. Provide office support (10%)

• Manage the smooth operation of our office environment (i.e., oversee support services from outside vendors for housekeeping, lawn care, etc.)
• Maintain office environment, equipment, and supplies through overseeing inventory, shopping, and restocking supplies
• Provide general administrative support to the team (i.e., organizing greeting cards and gifts for employees and clients, etc.)

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Working Relationships:

• VP, People & Culture 
• Chief Development Officer
• President
• Client Services Team 
• Finance
• HR
• Admin

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Knowledge & Skills:

• At least two years of administrative and/or executive support experience 
• Ability to manage executive support tasks and sensitive information with confidentiality and professionalism
• Strong organizational and project management skills with excellent attention to detail
• Superior written and verbal communication skills
• Ability to competently manage multiple priorities and deadlines with flexibility
• Problem-solving and research skills
• Basic tech support and troubleshooting
• Proficiency in Microsoft Office, Google Workspace, and Asana

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