COMPANY

Helio is a forward-thinking, data-driven creative and digital marketing consultancy that seamlessly integrates content, social media, and artificial intelligence (AI) to navigate the evolving digital landscape. Guided by our core commitment to delivering "Content that Performs", we approach every project with a comprehensive strategy. We view each interaction as a powerful opportunity to connect, ensuring all creatives align perfectly with audience engagement and business conversion. Our collaborative, diverse team of experts thrives on developing cutting-edge solutions tailored specifically to the unique challenges of the digital and AI era.

OVERVIEW

As a boutique consultancy dedicated to supporting the holistic needs of the modern marketer, we are looking for a dynamic, personable Administrative Assistant to join our cooperative team. This role is ideal for an organized, digital-savvy professional who already possesses a solid administrative foundation and is excited to expand their career and make a meaningful impact within an evolving digital company.

SUMMARY

In this key role, you will provide proactive administrative and operational support across our business and related entities. You will help coordinate critical daily workflows, including executive scheduling, team logistics, agency development, and client billing and invoicing processes. If you are an independent, meticulous communicator who thrives in a collaborative environment and prides yourself on bringing sharp attention to detail, flawless accuracy, and genuine warmth to every interaction, we would love to connect with you.

RESPONSIBILITES

· Executive Support: Provide daily calendar coordination and meeting support for leadership, maintain call logs, and track critical client, operational, and financial updates.





· Billing & Invoicing: Coordinate quotes, issue client invoices, follow up on outstanding payments, and process vendor expenses in the accounting system.

· Scheduling & Team Coordination: Manage internal and client meeting logistics, field scheduling conflicts, and facilitate smooth communication and project handoffs between cross-functional teams.

· Agency Development: Research, track, and monitor new business and RFP opportunities while supporting proposal development, internal discussions, and final submissions; identify opportunities to continuously streamline processes and improve operational efficiencies.

· Operational Adaptability: Perform other administrative and operational duties as assigned to support the evolving needs of our collaborative team.

EDUCATION

· Post-Secondary Degree, Diploma or Certificate in Advertising, Marketing Management, Communications and/or related field

SKILLS & EXPERIENCE

· Exceptional organizational skills with a sharp, meticulous attention to detail.

· Strong time management skills with a proven ability to prioritize tasks, meet tight deadlines, and manage multiple projects simultaneously.

· Ability to work on your own initiative; a proactive, forward-thinking professional with a hands-on approach to problem-solving.

· Strong client service focus and interpersonal communication skills with a natural ability to foster strong,



collaborative relationships externally and cross-functionally across diverse teams.

· Highly adaptable and resilient in a fast-paced, evolving work environment; comfortable navigating ambiguity with a continuous desire to learn

· Quick to grasp new concepts and exercise sound, independent judgment.

· Comfortable working with budgets and financial data, backed by a strong foundation in mathematical concepts; experience with Excel tables, file management, and accounting applications such as QuickBooks.

· Excellent verbal and written communication skills, along with strong presentation capabilities.

HYBRID/REMOTE OFFICE

At Helio, we believe in the power of flexibility and work-life balance. We have adopted a hybrid, mostly remote, office model empowering our team to thrive in a dynamic work environment. Employees are provided with the required hardware, software, and connectivity to support business continuity through hybrid working.

EQUAL OPPORTUNITY EMPLOYER

Helio Interactive Inc. prides itself on being a quality employer with a comprehensive benefits package that includes leave, sickness, disability, health and wellness benefits. Helio is committed to creating a diverse environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.

Job Type: Full time

Annual Salary: $45K

Pay: $22.00-$22.08 per hour

Expected hours: 37.5 per week

Benefits:

- Dental care
- Extended health care
- Paid time off
- Vision care

Work Location: Hybrid remote in Toronto, ON M4S 1J8

📌 Administrative Assistant (Toronto)
🏢 HÉLIO
📍 Toronto