Administrative Assistant

UHC-Hub of Opportunities; Kingsville; Hybrid; CAD 40,000 - 55,000; Full time

Job summary

UHC-Hub of Opportunities is seeking an Administrative/Executive Assistant to support the CEO and sales team from home in Ontario, with weekly visits to the Kingsville office. Duties include calendar management, meeting prep, action-item tracking and handling routine correspondence.

The role also covers pre-onboarding coordination, post-license support, quotes and subscription documents, and assisting with sales meetings, travel arrangements and events.

Qualifications

• Proven experience as an administrative or executive assistant.
• Comfortable with computers and everyday business software.
• Working knowledge of Google Drive and Slack.
• Excellent time management and organizational skills.
• Fluent in English; Spanish would be an asset.
• Able to work independently from home; weekly travel to Kingsville.

Responsibilities

• Manage CEO's calendar, meeting requests and priorities.
• Prepare for meetings: agendas, documents and follow-up notes.
• Track action items and deadlines and follow up.
• Log customer-reported bugs and route to development.
• Coordinate pre-onboarding steps and post-license support.
• Prepare, send and track quotes and subscription agreements; maintain customer records.
• Schedule and organize sales meetings, events and marketing; take notes and track follow-ups.
• Book travel and accommodation for team members; plan tradeshow logistics.
• Attend and assist at tradeshows as needed.
• Maintain shared files and folders in Google Drive.
• Track holidays, vacation and sick days; organize special events.

Skills

Time management

Organizational skills

Attention to detail

Independent work from home

Customer communication

Team collaboration

Problem solving

Positive attitude

Fluent English

Tools

Google Drive

Slack

Job description

Description

Executive support: Manage the CEO's calendar, meeting requests and priorities; Prepare for meetings: agendas, documents and follow-up notes; Track action items and deadlines, and follow up so nothing slips; Handle correspondence and act as a first point of contact when needed. Sales support: Qualified opportunities: track open, qualified leads and keep the pipeline up to date; Bugs and issues: log customer-reported bugs and issues and route them to the development. Team: Pre-onboarding: coordinate setup steps and information needed before a new customer starts; Post-license support: follow up with licensed customers and help resolve admin and account questions; Documentation: prepare, send and track quotes and subscription agreements; keep customer records current. Sales meetings, events and marketing: Schedule and organize sales meetings, and take notes and track follow-ups; Compile and report sales statistics on a regular schedule; Book travel and accommodation for team members; Plan tradeshow logistics: registration, booth materials, shipping and schedules; Attend and assist at tradeshows as needed; Support marketing activities. General office: Track holidays, vacation and sick days; Organize special events and team activities; Maintain shared files and folders in Google Drive; Handle other administrative tasks as they come up

Qualifications

• Proven experience as an administrative assistant, executive assistant or in a similar role
• Comfortable with computers and everyday business software
• Working knowledge of Google Drive and Slack
• Excellent time management and organizational skills
• Strong attention to detail
• Able to work independently from home
• Thinks on their feet and handles changing priorities calmly
• Anticipates needs and requirements before being asked
• Takes ownership and follows through
• Positive, friendly personality
• comfortable dealing with customers and team members
• Valid drivers license, has own transportation and can drive to Kingsville office weekly for meetings and or do errands from time to time
• Fluent in English (written/oral), Spanish would be an asset too