POSITION OVERVIEW:
Edgewise Environmental is seeking a highly organized and proactive Administrative Coordinator to join their team in St. John’s, NL. The successful candidate will play a critical role in ensuring the smooth operation of their office, supporting various administrative tasks, and contributing to the overall efficiency of their operations.
RESPONSIBILITIES:
Email and Calendar Management
- Efficiently manage and prioritize emails for the CEO ensuring timely responses.
- Coordinate and schedule virtual meetings, appointments, and conferences.
- Maintain, organize and respond to general company email.
Documentation and Reporting
- Prepare, format, and organize documents, presentations, and reports for virtual meetings and presentations.
- Ensure accuracy and consistency in all documentation and reporting tasks.
- Provide administrative and office support, including contacts database and filing of information.
Virtual Meeting Coordination
- Schedule and coordinate virtual internal and external meetings, send out invitations, and prepare agendas.
- Take detailed virtual meeting minutes and circulate them to relevant parties.
Data Entry and Management
- Assist in maintaining databases related to clients, contacts, and projects for both companies.
- Ensure accurate and up-to-date virtual data entry.
Follow-up and Reminders
- Send virtual reminders and follow-up emails to ensure tasks and deadlines are met promptly.
- Help manage virtual task lists and calendars to enhance efficiency.
Correspondence and Communication
- Draft virtual emails, messages, and other forms of communication on behalf of the CEO.
- Ensure clear and professional virtual communication with stakeholders.
Basic Bookkeeping Assistance
- Support virtual invoicing, payment tracking, and recording virtual expenses.
- Assist in maintaining accurate virtual financial records
Administer Information with Discretion and Professionalism
- Maintain professionalism and strict confidentiality with all materials.
Manage Business Travel Logistics
- Manage travel logistics and activities, including accommodations, transportation, and meals.
Streamline Team Communication and Assist in Event Planning
- Organize team communication and plan events.
Marketing Support
- Support marketing team in social media and marketing initiatives.
Office Organization
- Maintain up-to-date records of office inventory.
- Ensure office supplies are readily available.
- General organization of physical files and general office.
- Assist with the organization of company events, and training programs.
- Perform other related duties as required to support the smooth running of the office.
REQUIRED SKILLS:
- Diploma or degree in Business Administration, Office Management, or a related field.
- Minimum of 2 years of experience in an administrative or coordination role.
- Proven experience as an administrative assistant or similar role.
- Exceptional organizational and multitasking skills.
- Strong written and verbal communication skills.
- Proficient in virtual office software and tools, including Microsoft Office Suite / Google Workspace / Monday and other virtual scheduling platforms and document management systems.
- Proven ability to work independently and remotely, while maintaining a high level of virtual productively accountability.
- Demonstrated ability to maintain confidentiality and professionalism.
- Passion for environmental conservation and sustainability is a plus.
- Strong attention to detail and commitment to accuracy.
DESIRED SKILLS:
- Experience in marketing and/or communications
- Bilingual (French)
