Admin Assistant
FUNCTION
Administrative tasks to support the day to day operations of the organization & executive team
TYPE
Full time - Hybrid Remote
LOCATION
Calgary, Alberta
REPORTS TO
PARK Executive Team
DESCRIPTION
PARK Production House is seeking a highly motivated & professional Administrative Assistant to join our Calgary based team. This is a hybrid role of majority remote work, with in person meetings & tasks required when necessary. The ideal candidate will be a proactive problem solver with exceptional communication skills and meticulous attention for details. This person should have relevant education or experience working in an office environment, performing administrative duties, and providing support to executives & managers. With opportunities to communicate with clients, conduct research, and develop documents & presentations, you'll be able to apply your skills and creativity to make a meaningful impact. General office hours are from 9:00 a.m. to 5:00 p.m. Monday through Friday, and the required schedule for the Administrative Assistant will be from 9:00 a.m. to 5:00 p.m MST.
SCOPE
Responsible for assisting the Marketing Team Lead with all marketing strategies and campaigns
TO BE SUCCESSFUL IN THIS ROLE:
Strong communication skills (both verbal and written) when dealing with clients, staff and third parties.
Outstanding time management and organizational skills, with high attention to detail and accuracy when completing tasks
Excellent problem-solving skills and the ability to be resourceful and work with minimal instruction or supervision
Being proactive and taking initiative in anticipation of next steps
Ability to work independently & in a team
Ability to multitask, prioritize tasks effectively, and meet deadlines
Strategic thinking skills combined with the ability to problem solve and anticipate the teams needs and be solution-oriented
RESPONSIBILITIES
Overseeing all incoming and outgoing communications, including emails, phone calls, internal & external correspondence
Managing and sorting the general & executive email inbox, and direct emails to appropriate team members
Communicating with various parties such as employees, vendors, and clients, on behalf of the organization
Keeping the team calendar up-to-date, including booking meetings, rescheduling appointments & meetings, and updating calendar with project bookings & timelines
Assisting with internal communications to PARK team, scheduling meetings, preparing agendas, or preparing information packages
Updating & maintenance of the filing system & document tracking. Keeping important information and documents organized physically, and electronically as it is received.
Provide administrative support to various departments as needed
Assisting in developing presentation decks, ensuring that they are visually appealing and effectively communicate the intended message.
Conducting research on various topics to support project decision-making.
Creation of internal & external company documents - contracts, agreements, insurance forms, production schedules, expense reports
Assisting with budgeting, expense reporting & filing
QUALIFICATIONS
Post-secondary education with an emphasis in Business, Office Management, Public Relations, or Communications and/or relevant experience in the Administrative or Executive Assistant fields
Proficiency in Google Workspace (Calendar, Docs, Sheets, Slides, Drive & Forms)
Proficiency in Windows (Word, Excel, Power Point) or Mac Suite (Pages, Number & Keynote)
Basic graphic design skills or proven ability to create organized & visually appealing presentation decks
A valid drivers license & access to a vehicle is required on occasion
OTHER
Experience working with or ability to learn and navigate project management software (Asana)
Skills testing or sample tasks must be completed in order to be considered in the application process. See sample tasks on the next page. Please submit your sample tasks to info@parkprodcutionhouse.com
Skills testing or sample tasks must be completed in order to be considered in the application process. Please submit your resume & cover letter to info@parkproductiohouse.com and potential candidates will be sent the sample tasks to complete.