Executive Assistant / Administrative Coordinator – Productivity Team

Is your patronus Pepper Potts? Are you incredibly organized and capable of managing any task? 

Our Executive Assistant / Administrative Coordinator will provide administrative support to our Productivity Team. The Productivity Team both oversees Project Management and HR for the company as well as providing strong support for our Business Development and Fundraising Team. It’s a great team to be on to have a hand in every part of the company and provides a lot of opportunities for growth.

This job is really three-fold. Your time will be divided between typical assistant tasks, travel bookings, and helping to schedule visits for both potential investors and job candidates. Event-planning experience will be a huge help. This isn’t the kind of job where you have to always stay late, but on days with special events you’ll need to be available early and late as schedules require.

We’re looking for someone incredibly smart and detail oriented, but also outgoing and a great communicator since you’ll be interacting with important guests and visitors. 

Typical tasks include:

  • Helping to schedule meeting, teleconferences, and proactively maintain the calendar on a daily basis.

  • Draft and/or edit correspondence, memos, reports, and emails. This also includes the proofreading and summarizing of documents. Experience reading contracts will be helpful.

  • Booking travel for Province team members as well as visiting guests.

  • Planning tours and visits for potential investors and job candidates. This will include booking complex ground transportation, hotels, and restaurants as well as coordinating with our partners and contractors to arrange visits and video conferences.

  • Managing the team’s attendance at conferences and expos. This will include shipping our booths to events, overseeing the development and printing of promotional material, and communicating with conference staff.

  • Planning company events.

  • For the right candidate, there are opportunities to expand into additional projects as well.

QUALIFICATIONS

  • Must be able to draft professional emails with perfect grammar

  • Must have a professional phone demeanor

  • Strong computer skills

  • Ability to anticipate needs of executives and potential issues before they arise

  • Must be a master of multi-tasking and able to accomplish tasks quickly and accurately

  • Must be comfortable with a start-up environment where priorities change quickly (experience handling curve-balls and surprises is a necessity)

  • Must have experience booking travel

  • Event planning experience is a huge plus

  • Any experience with project management software (Smartsheet in particular) is a huge plus

  • 3+ years of Executive Assistant / Administrative Experience 

  • This is not a job for a shrinking violet. When vendors don’t deliver, you’ll need to negotiate payments, communicate with our CEO when he is on the road, and generally feel comfortable holding your own in any situation.

TEAM KEY COMPETENCIES

  • Flexibility/adaptability. Copes effectively with complexity and change. Comfortable with ambiguity. Experience in a startup environment is preferred.

  • Able to produce significant output with minimal wasted effort.

  • Attention to detail. Organized, methodical, and meticulous.

  • Acts without being told what to do. Brings new ideas to the company.

  • Team-oriented style and strong work ethic. Possesses a strong willingness to work hard to get the job done and setting an example for the team. Has a track record of delivering on ambitious goals.

  • Appropriate balance of confidence and humility.

LOCATION

  • Grimsby, ON

APPLY

  • To apply, send your resume and cover letter to jobs@provincebrands.com. Please use the position your are applying for as the subject of your email.