Administrative Assistant
Full Time ( 35 hours per week) | Position available immediately
The Opportunity
Heather Deveaux Instructional Design is located in New Waterford, Nova Scotia, and specializes in the digitization of educational content and the creation of online courses. Working with entrepreneurs and small businesses, the company strives to deliver quality content that inspires action and delivers measurable outcomes that move businesses forward. We are currently seeking a full-time administrative assistant to support the day-to-day operations of the company and to support future growth and development. We are a small, but mighty operation that thinks big and moves fast. Candidates should be eager to learn new skills, have already developed organization and prioritization skills, and have an aptitude for using or learning new technologies quickly.
The Role
The successful candidate will report to the company owner, Heather Deveaux, but will be self-sufficient and able to work independently. A strategic thinker and planner, with an ability to execute quickly on new ideas and directives, the administrative assistant will be able to anticipate operational needs based on growth and new client opportunities. The administrative assistant will act as the point of contact for the organization, via email and phone where needed. Attending virtual meetings and some in-person travel may be required – and will be fun! The role can be performed virtually and training will be provided on all company operations.
Responsibilities and Skills
Core duties of the administrative assistant will include the following:
Communication Skills
- Review, curate, and post social media using the pre-existing content on a daily basis
- Proofread and edit documents where necessary and in a timely manner
- Respond to customer emails in a professional manner as per the company requirements
- Write and edit articles from existing materials for promotional purposes
- Attend virtual calls (Zoom) with potential clients and take notes
- Write and edit client contracts and deliver via email/signature software
- Write and edit weekly newsletters from templated documents
- Provide reports and updates on business operations
Organizational Skills
- Maintain a company calendar and personal calendar for the owner
- Arrange for travel arrangements when necessary
- Book appointments, confirm client calls and send emails with reminders
- Follow up with potential clients and provide information where necessary
- Maintain and update project management software and set reminders
- Ability to work toward hard deadlines and provide insight on ways to improve performance in the workplace
- Maintain good time management and ensure timely delivery of all projects and deliverables for clients
- Attend planning meetings
Technology Skills
- Use email
- Use social media automation software
- Use podcast editing software
- Use podcast scheduling software
- Use cloud-based document storage for document control and management
- Use of video editing software
- Use of website editing software
- Use of signature software and contract management software is an asset
- Knowledge of Adobe Suite of products, Google Suite of Products, and WordPress an asset
Financial Skills
- Basic bookkeeping skills and ability to maintain accounting software
- Review and update receipts, invoices and collect payments virtually
- Provide basic financial reports
Other Skills (ongoing)
- Ability to review and make recommendations of plans, operations and client interactions
- Act as an ambassador for the company and its mission
- Interest in adult learning or online education and digital business is an asset
Key Deliverables of this Role:
- Ensure outgoing messaging and content of the company is on brand, aligned with messaging curated and approved by owner, and graphics are updated regularly and is delivered on time daily
- Ensure podcast episodes are edited and scheduled for release 2x weekly
- Ensure newsletters are curated and scheduled for delivery 1x weekly unless during an identified campaign where workload may increase to 3-4x weekly
- Ensure new articles are curated and posted to LinkedIn and other platforms 1x weekly
- Ensure customer emails and inquiries are answered within 24 hours
- Ensure client contracts are delivered as needed and signatures are obtained within 24 hours
- Ensure financial records are up to date
Hourly Rate: $16 per hour + 4% vacation pay
PLEASE NOTE:This role may be performed virtually; however, candidates should be located in Nova Scotia and be eligible for START funding.
Many aspects of this job require time-sensitive deliverables on a weekly basis and a regular, dedicated schedule of work is necessary. Weekly reporting of outcomes and projects completed is required. Training will be provided on specific software and tasks unique to this company, however, candidates should have an overall understanding of the job requirements and be confident in their ability to learn new processes and procedures related to technology and software.
Work Schedule: (35 hours per week)
Monday – Friday: 9am – 5pm
Application Process:
To apply for this opportunity, please send a cover letter highlighting why you like working as an administrative assistant and outlining your skill sets. In your cover letter, please indicate what aspects of this job may be a challenge for you and indicate which skills you feel are your strengths. Please also send a resume (no more than 2 pages)
Send your application package toheatherdeveaux@gmail.com before January 12, 2022.
Heather Deveaux Instructional Design is an equal opportunity employer and encourages all applicants to come as they are and shine bright.
Only applicants selected for an interview will be contacted.
Application Deadline: January 12, 2022
Anticipated Start Date: February 1, 2022 or sooner