Growth & Administration Coordinator

Mash Strategy; Canada; On-site; CAD 40,000 - 80,000; Full time

Benefits offered by this job

Health spending account

Dental insurance

Disability insurance

Life insurance

Formal training

Informal training

Flexible work environment

Supportive team culture

Job summary

An established industry player is seeking a proactive Growth & Administration Coordinator to support the CEO and ensure efficient office management. This dynamic role involves managing communications, assisting in HR functions, and providing administrative support to the leadership team. The ideal candidate will thrive in a fast-paced environment, showcasing strong organizational and interpersonal skills while handling confidential information with discretion. Join a supportive and fun team that values continuous learning and personal development while making a meaningful impact in the community.

Qualifications

• Highly organized and detail-oriented with strong interpersonal skills.
• Proactive individual capable of managing multiple priorities effectively.

Responsibilities

• Support the CEO in managing schedules, communications, and administrative tasks.
• Assist in HR functions including recruitment and employee onboarding.

Skills

Organizational Skills

Interpersonal Skills

Communication Skills

Proactivity

Discretion

Tech-savvy

Detail-oriented

Education

Bachelor's Degree (preferred)

Tools

Google Workspace

CRM/HR platforms

Slack

Job description

Get AI-powered advice on this job and more exclusive features.

Growth & Administration Coordinator - Job Responsibilities

Updated March 14, 2025

We are seeking a proactive, organized, and detail-oriented Growth & Administration Coordinator to directly support the CEO and ensure smooth day-to-day office management, HR functions, and financial processes. This role is critical in providing high-level administration, managing sensitive communications, and supporting business development. The ideal candidate thrives in a fast-paced environment, is highly organized, personable, and eager to contribute to both the people and administrative side of a growing agency.

Key Responsibilities

Supporting the CEO & Leadership Team

1. Directly manage and organize the CEO’s email inbox, triaging messages, flagging priorities, and ensuring timely responses and follow-ups.
2. Manage the CEO’s calendar, including scheduling meetings, coordinating internal and external appointments, and proactively managing conflicts and adjustments.
3. Organize materials for meetings, including agendas, presentations, briefing documents, and follow-up notes.
4. Take detailed meeting notes during business development, client, and internal strategy meetings, and ensure proper follow-up actions are assigned.
5. Handle confidential and sensitive information with the highest level of discretion and professionalism.
6. Respond proactively to the CEO and Leadership Team’s administrative needs and execute ad hoc projects to support business priorities.
7. Work closely with the Brand and Operations Manager on all functions of the business to ensure seamless operations from sales to invoicing.
8. Proposal writing, including development, formatting, proofreading, and coordination.
9. Develop up-to-date case studies on successful campaigns to include in proposals.
10. Attend and take notes at business development meetings with new clients.
11. Maintain and regularly update the company CRM and email list, and ensure accuracy of client and prospect information.
12. Manage the cold email inbox, and respond to interested leads.

Finance & Accounting Administrative Support

1. Support accounts payable and receivable processes, including uploading/categorizing receipts, and coordinating with the Bookkeeper and Brand & Operations Manager on overall financial processes.
2. Process bill payments and manage basic expense reporting as required.
3. Help gather financial data and documentation for monthly budget reviews and other reporting requirements.

Office Management & Human Resources Administration

1. Oversee general office administration, ensuring smooth communication across teams and with external partners.
2. Liaise between the CEO and staff, clients, vendors, and external partners as a point of contact for scheduling, communication, and task follow-up.
3. Coordinate client and employee appreciation initiatives, including gifts for holidays, birthdays, milestones, and other occasions.
4. Assist in recruitment processes, including screening resumes, scheduling interviews, and managing candidate communications.
5. Assist in employee onboarding/offboarding logistics (paperwork, background checks, helping with orientation).
6. Manage benefits administration and respond to employee inquiries regarding HR matters.
7. Maintain and ensure compliance of employee records and HR documentation.
8. Track employee time off (vacation, sick, wellness days), ensuring alignment with payroll and company policy.

Ideal Candidate Profile

1. Highly organized, detail-oriented, and capable of managing multiple priorities with accuracy.
2. Strong interpersonal and communication skills, able to interact professionally and effectively with the CEO, staff, clients, and vendors.
3. Proactive and self-motivated, anticipating needs and taking initiative without constant supervision.
4. Comfortable handling confidential information with discretion and integrity.
5. Familiarity with HR administration, compliance, and office management best practices.
6. Flexible and adaptable to a dynamic, fast-paced environment.
7. Tech-savvy, with proficiency in Google Workspace, Slack, CRM/HR platforms, and AI tools.

How People Describe You:

1. You are a self-motivated, “let’s get ‘er done” individual with common sense, taking pride in a job well done. You love to create and ensure your work is clear and impactful.
2. You have a great attitude, are trustworthy and can adapt to changing situations on the fly.
3. You’re constantly learning and growing, and are excited to join a small business with a thriving, welcoming, and flexible start-up culture that will never settle for ‘just OK.’

What You Get In Return:

1. Competitive salary, depending on talent and experience.
2. Our team is dynamic, supportive and a lot of fun to be around. We are constant learners who care about each other and want to see you succeed in this role and in future roles.
3. Great benefits package, including a health spending account, dental, prescriptions, disability, life insurance, etc.
4. Work remotely, from home.
5. Formal and informal employee training and personal development.
6. Meaningful work that excites our clients, gets big-time results, and makes our cities, provinces and nation a better place.

To Apply, Please Provide the Following:

1. Cover letter outlining why you’d be the best fit to join the Mash Strategy team
2. Current resume
3. Writing sample

Send all three items to [e-mail]

Applicants who do not provide the above 3 items will not be considered. Please note, due to the large amount of applications we receive, we are unable to respond to all applications. Only successful applicants will be contacted.

Preference will be given to applicants in Western Canada.

Note: we will request a short skills test to assess your abilities.

Seniority level

Entry level

Employment type

Full-time

Job function

Administrative

Industries

Advertising Services