Executive Assistant

Description

Key Responsibilities:

Administrative Support:

• Manage events, schedule meetings, and coordinate appointments.
• Prepare and edit correspondence, communications, presentations, and other documents.
• Organize and maintain files and records.
• Handle incoming and outgoing communications on behalf of the Managing Director as needed.
• Conduct research and compile data to assist with decision-making.
• Operational Coordination:
• Assist in the preparation of invoices, track expenses, and reconcile financial records.
• Coordinate logistics for training events, workshops, and meetings.
• Source and manage materials required for various business activities.
• Keep up to date and utilize CRM systems to manage contact lists and track sales and marketing activities.

Associate and Client Support:

• Provide support to associates, including answering questions about the Emergenetics+ portal and providing tutorials as needed.
• Assist in the onboarding process for new associates and clients.
• Follow up with associates for Continuing Education, Knowledge Tests, and the Annual Associate Access Fee for Emergenetics+.
• Respond to inquiries and resolve issues to ensure client and associate satisfaction.
• Sales and Marketing Assistance:
• Support the development and execution of sales and marketing campaigns.
• Create and maintain strategic account plans reflecting client needs and objectives.
• Assist in the preparation and delivery of sales presentations and proposals.
• Track and report on sales activities and deal status.

Event Coordination:

• Plan and coordinate details for events, including scheduling, venue selection, and participant communication.
• Manage event logistics, including registration, materials preparation, and follow-up.
• Support in conducting workshops and certification courses as needed.
• Project Management:
• Oversee special projects and initiatives as assigned.
• Ensure timely completion of projects and adherence to deadlines.
• Coordinate with internal and external stakeholders to achieve project goals.

Other Duties:

• Maintain confidentiality and discretion in handling sensitive information.
• Provide general administrative support and perform other tasks as needed.
• Update social media campaigns and upkeep accounts as required.

Qualifications:

• Proven experience as an executive assistant or in a similar administrative role.
• Excellent organizational and time-management skills.
• Proficient in Microsoft Office Suite (Excel, PowerPoint, Word, Outlook).
• Experience with CRM systems, particularly Keap/Infusionsoft, is a plus.
• Strong written and verbal communication skills.
• Ability to handle multiple tasks and prioritize effectively.
• High level of professionalism and attention to detail.
• Ability to work independently and as part of a team.
• Flexibility to adapt to changing priorities and deadlines.

Best Practices:

• Maintain proactive communication with the Managing Director to anticipate needs and provide timely support.
• Implement efficient filing and documentation systems to ensure easy access to information.
• Regularly review and update task lists, project timelines, and meeting agendas.
• Foster strong relationships with internal and external stakeholders to facilitate smooth operations.
• Continuously seek opportunities for process improvement to enhance productivity and effectiveness.
• Stay updated with industry trends and best practices to bring innovative ideas to the role.

Application Process:

Applications will be reviewed on a rolling basis until the position is filled.

Emergenetics Canada Inc. is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.
https://emergeneticscanada.com/

Job Type: Part-time

Pay: $25.00-$35.00 per hour

Expected hours: 20 – 25 per week

Benefits:

• Casual dress
• Company events
• Flexible schedule
• Store discount
• Work from home

Schedule:

• Monday to Friday

Education:

• Secondary School (preferred)

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