Overview

We are seeking a dynamic and detail-oriented Administrative Assistant to join our team! This vital role offers an exciting opportunity to support daily office operations, enhance organizational efficiency, and deliver exceptional customer service. As an energetic and proactive team member, you will be the backbone of our administrative functions, ensuring smooth communication, accurate record-keeping, and a welcoming front line presence. Your expertise in office software, data entry, and clerical tasks will contribute significantly to our company's success and positive work environment.

Duties

- Serve as a primary point of contact for client email and telephone inquiries, providing friendly and professional support.
- Respond to incoming calls and voicemails in a timely and professional manner.
- Prepare and submit client documentation to governing bodies.
- Liaise with governing bodies to obtain progress updates on submitted client documentation.
- Coordinate and schedule meetings with clients and external stakeholders as required.
- Monitor and manage shared email inboxes, ensuring inquiries are addressed and appropriately assigned.
- Provide day-to-day administrative support to help keep office operations organized and efficient.
- Organize, maintain and update electronic client and company files.
- Prepare and issue client invoices and assist with tracking outstanding payments.
- Compile, organize and maintain accurate client information within company databases.
- Maintain project trackers, monitor key dates and update project progress and status information.

Skills

- Strong proficiency in Microsoft Office Suite (Teams, Word, Excel,



Outlook, SharePoint)
- Strong computer skills and confidence working with a variety of digital tools and online platforms.
- Previous experience communicating with clients in a professional environment.
- Excellent organizational and time-management skills, with strong attention to detail and the ability to manage multiple priorities.
- Strong written and verbal communication skills.
- Exceptional phone etiquette and experience managing multi-line phone systems
- Comfortable working independently in a virtual environment while collaborating with a small team.
- Familiarity with AI tools and their use in a professional or administrative environment is considered an asset.
- Willingness to sign and adhere to a non-disclosure and confidentiality agreement.

Technical Requirements

- Reliable access to a Windows or Mac laptop or desktop computer suitable for performing the responsibilities of the position.
- Reliable high-speed internet connection to support virtual meetings, cloud-based applications and day-to-day remote work.

What We Provide

- Partial reimbursement for cell phone and internet expenses related to the position.
- Access to Microsoft 365 and other software required to perform the role.




- Company email address and access to applicable company systems.
- Software tutorials and resources to support onboarding and day-to-day responsibilities.
- Ongoing technical support as needed.
- Training and guidance to help you become familiar with our processes, systems and industry.

Working Conditions

- Part-time contract position, approximately 15 hours per week.
- Fully remote work setting with the flexibility to work from home.
- Ongoing training and support provided as required.
- Our head office is located in Vancouver, British Columbia, and business operations are primarily conducted during Pacific Time (PT).
- Availability during regular business hours are required to respond to clients, coordinate meetings and communicate with the team.

Position Opportunity

This position will initially be offered on acontract basis, with the potential to transition into an employee position in the future as the role and company continue to evolve.

About Us

We are a BC-based company specializing in the development and delivery of online training programs for the transportation industry, with a particular focus on aviation.

We work with a diverse range of clients across Canada and internationally, providing specialized training and support tailored to industry and regulatory requirements.

As an established and recognized provider within our industry, we are a small, collaborative team that values professionalism, reliability, attention to detail and exceptional client service.

Pay: Up to $25.00 per hour

Expected hours: No more than 15.0 per week

Work Location: Remote

📌 Administrative Assistant (Canada)
🏢 Solo Training Systems
📍 Canada