Administrative Assistant

Mosaic Event & Travel Management is looking for a dynamic and enterprising person to provide high-level administrative support and assistance to the CEO, perform clerical and administrative tasks related to our operations and event projects, and handle other office management tasks as needed. As Administrative Assistant you’ll be a key part of the small team. Your positivity, resourcefulness, and professional manner will help us build relationships with clients and vendors, improve operations, and wow stakeholders.

Note: This is a remote position but we are looking for someone located in Kelowna, BC or Calgary, AB.

What you’ll be doing

Project work offers variety in tasks and client interactions. On any given day your energy may be focused on:

Executive Management

• Managing multiple email accounts, screening the inboxes and actioning responses (reply/forward/file/etc)
• Scheduling meetings, appointments, etc. and managing the CEO’s schedule and to-do list
• Assisting the CEO to prepare for meetings and presentations o Coordinating travel arrangements

Event & Office Administration

• Managing event registration process
• Generating registration and other reports to track progress towards benchmarks
• Preparing nametags
• Preparing standard correspondence and briefing materials for clients, speakers, sponsors, attendees, and other event stakeholders
• Assisting event stakeholders via phone and email
• Assisting with execution of events, on-site
• Conducting project-related research and preparing information for presentation to stakeholders
• Preparing meeting agendas and minutes and distributing them to appropriate parties
• Proofreading and formatting materials
• Preparing PowerPoint slides
• Maintaining digital and hard-copy files
• Creating, editing and maintaining documents, spreadsheets, and online reports
• Data entry
• Ordering supplies
• Monitoring workflows and processes, creating/updating templates, making suggestions for improved communications and efficiency, etc

Ad hoc clerical duties

What you’ll bring to the role

We work with short deadlines and fluid plans so you’ll have a talent for improvisation and dealing with shifting priorities. You’ll bring exceptional time-management skills, versatility, accountability, and a healthy dose of calm. Other qualifications that will make you a valued asset to the team are:

Education & Experience

• Minimum 3 years’ experience as executive assistant, ideally in a small business environment
• Post-secondary education in office administration, marketing, events or similar business program
• Experience planning events
• Marketing experience is helpful

Knowledge, Skills & Super-Powers

• Professional verbal and written communication skills
• Strong computer skills and an aptitude for technology
• Demonstrated prowess with Microsoft Office
• Experience with cloud-based project management and/or database software
• Ability to learn quickly and self-manage in fast-paced environment
• Superior critical thinking skills – you apply both analytical skills and creativity to problem solving
• Experience with online registration tools and/or forms tools is helpful

What you can expect working for Mosaic

Mosaic is a boutique event planning firm, specializing in conferences, conventions, and other strategic business events. We love corporate events and value the enrichment and growth that results from diverse individuals coming together to share knowledge, ideas, cultures, and stories. Visit our website at mosaicplanning.ca to learn more about who we are and what we do.

Your usual work week will be 30 hours, Monday-Friday between 8 am and 5 pm. Work hours are flexible so we can balance personal life and project deadlines. At times you may be asked to adjust your schedule, add extra hours, or work the occasional evening or weekend, to accommodate project needs.

This is a one-year contract but potential exists for an extension or a permanent position, if you have a positive impact Mosaic’s brand and operations.

You’ll be working remotely. Mosaic will provide you with a computer with software tools and basic office supplies but you’ll need a home office space with phone and strong internet connection. Some in-person meetings or tasks may be required.

To appy please subit resume with cover letter telling us what interests you most about the job.

Job Type: Fixed term contract
Contract length: 12 months

Benefits:

• Flexible schedule

Schedule:

• Monday to Friday

Application question(s):

• Are you located in Calgary, AB or Kelowna, BC?

Education:

• Bachelor's Degree (preferred)

Experience:

• Event: 1 year (required)
• Executive Assistant: 3 years (required)

Work Location: Remote

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