Key responsibilities

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

Account management support

- Qualified opportunities: track open, qualified leads and keep the pipeline up to date:

- Provide ongoing customer support and troubleshooting.

- Conduct regular customer check-ins and follow-ups.

- Identify customer challenges and coordinate resolutions.

- Track customer satisfaction, adoption, and retention.

- Communicate customer feedback and feature requests to internal teams.

- Pre-onboarding: coordinate setup steps and information needed before a new customer starts

- Documentation: maintain CRM, 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

- Handle other administrative tasks as they come up

Qualifications

Experience and skills

- 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

Personal attributes

- 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

Pay: $24.00-$30.00 per hour

Expected hours: 30.0 – 40.0 per week

Advantages

- Dental care

- Extended health care

- Life insurance

- Paid time off

- Vision care

Application question(s)

- Have a valid drivers license and access to a vehicle

- Have a valid passport

Experience

- administrative assistance: 4 years (preferred)

Language

- Spanish (preferred)

Location

- Kingsville, ON N9Y 2N8 (preferred)

Willingness to travel

- 25% (preferred)

Work Location: Hybrid remote in Kingsville, ON N9Y 2N8

📌 Administrative Assistant (Kingsville)
🏢 IPM Scoutek
📍 Kingsville