Administrative Coordinator

Memetic Media Inc; Ottawa; On-site; CAD 50,000 - 60,000; Part time

Job summary

Memetic Media Inc is seeking an Administrative Coordinator to support its diverse administrative functions. The role includes general administration, client relations, and facilities management with a strong emphasis on project coordination. Excellent communication and organizational skills are vital, alongside a capacity to thrive in a flexible, cultural environment.

Benefits

Flexible hours

Opportunity to work from home occasionally

Qualifications

• Excellent communication skills in English, Bilingualism is an asset.
• Understanding of/experience using CRMs.
• Strong knowledge of the cultural urbanism space and music industry.

Responsibilities

• Provide general administrative support, including scheduling for the Principal.
• Maintain and manage the company's office, including stock and organization.
• Assist in project coordination and event management.

Skills

Communication

Problem Solving

Resourcefulness

Education

Minimum 1 year work experience in an office

Tools

MS Office

Google

Zoho

CRM software

Job description

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Creative Practice, Cultural Industries, City Building

JOB SUMMARY

The Administrative Coordinator is an integral part of the Memetic Media admin team. They will support the administrative functions of the company and help to coordinate the calendar and to do's of the principal.This role is at the centre of the Admin business unit and has administrative activities that cut across all of the operational business units: Creative Studio, Strategic R & D, Cultural Urbanism and Civic Innovations.

RESPONSIBILITIES

• General Administration
• Facilities Management
• Client Relations
• Corporate Records Management
• Operational Process Development
• Event and Meeting Management
• Project Coordination Support
• Social Media Posting

Inclusive of the following;

General Administration

• Provide general administrative support to the Memetic Media team, including coordinating the schedule of the Principal
• Help to onboard volunteers, contractors and clients.
• Under the direction of the Principal, and with help from the social media coordinator, assist in reviewing the website, developing new content, and developing social media content.

Facilities Management

• Responsible for maintaining and managing the Memetic Media office, including but not limited: to maintaining office stock, cleaning and organizing the office on a regular basis, and ensuring all technology is working smoothly.
• Book spaces for Memetic Media activities and coordinate event set up and strike
• Process all incoming and outgoing invoices and receipts according to financial procedures.
• Reconcile accounts on a monthly basis.
• Manage event budgets and track associated expenses.
• Manage payments and tracking.

Client + Corporate Records Management

• Pull statistical reports from the CRM as directed.
• Aide in the engineering of CRM automated processes.
• Update and maintain the CRM database.
• Maintain and update company policies, procedures, and onboarding documents.
• Manage the Slack, Google Drive, and Microsoft file databases.

Operational Process Development

• Working with Principal to codify and automate repetitive processes
• Proactively drafting and optimizing work process across business units
• Building back end integrations to improve daily quality of work life

Event and Meeting Management

• Attending events and supporting the Principal
• Tracking and prioritizing to-do's emerging from meetings and events
• Setting up + monitoring ticketing

Project Coordination Support

• Track project progress through Zoho projects and other project management tools.
• Create meeting agendas and facilitate meetings with clients and external stakeholders.

EDUCATION, TRAINING AND EXPERIENCE

• Excellent communication skills in English (Billingualism in an asset)
• Minimum 1 year work experience in an office or similar environment.
• Understanding of / experience using CRM's
• Proficient in the use of a variety of software including MS Office, Zoho (asset), Google, etc.
• Familiarity with accounting software and bookkeeping conventions.
• Familiarity with web platforms and other social media and communication tools
• Strong knowledge of the cultural urbanism space and music industry

COMPETENCIES AND SKILLS

• Ability to work with minimal supervision, meet deadlines, and manage multiple priorities.
• Strong problem solving skills and demonstrated resourcefulness and initiative.
• Must be able to work in a flexible and ever changing business and cultural industries environment.
• Demonstrated professionalism and sound judgment.
• Proven ability to juggle multiple activities, and seek out new ways to optimize business processes.

HOURS OF WORK:

• 20 hours per week, Monday - Thursday. Standard hours of work are 11-4 with some flexibility.
• Opportunity for occasional work-from-home.
• Ability to work occasional evenings and weekends is required.

Seniority level

• Seniority level

  Entry level

Employment type

• Employment type

  Contract

Job function

• Job function

  Administrative

• Industries

  Business Consulting and Services

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