Overview.
The Executive Administrator (EA) at The Beacon Design Collective Inc. will alleviate the administrative pressure from the team. The EA is key to ensuring Beacon operations function smoothly and will lead complex administrative responsibilities in areas of: leadership support, document control coordination, internal project coordination, human resources, bookkeeping and other financial responsibilities, sales, and client delivery.

This is a senior-level position, and the right candidate will be working closely with Beacon’s leadership. They will drive initiatives that allow the team to ease their workloads and fulfill their roles.

Duties.

Finance

Bookkeeping in QBO
Accounts payable in Plooto

Client onboarding

Overseeing the Sales to Delivery handoff process, including owning all administrative tasks
Creating master service agreements (MSAs) and Statements of Work (SOWs) for new clients/projects, from templates, and facilitating review and approval internally before circulating for signature

CRM and sales support

Supporting sales team by managing data in our CRM as requested (adding new deals, keeping deal details up-to-date, soliciting information from the sales team as needed)
Ensuring accuracy of deal / new project details between our CRM and project management tools
Facilitating the creation of proposals (from a template and other sources)
Creating project estimates using our easy-to-use estimate calculator

DeliveryPM support

Auditing employee time entries
Acting as secondary support for vacations on the following roles: CEO, AM, PM, HR
Scheduling meetings

Research

Researching competitors and target audience of our clients via online means
Researching potential partners or opportunities for Beacon
Collecting content ideas and fundraising resources for potential inclusion on our site
Drafting, getting approval on, and distributing surveys
Summarizing the findings from surveys

OperationsInternal project coordination

Following up on past due tasks
Updating due dates and time allocations on tasks
Clearing old tasks

Document control coordination

Maintaining and improving our file system
Fixing errors in naming conventions
Coordinating the regular review of SOPs
Support with locating images/files in the Google Drive for the internal team
Receiving and sorting documents from clients
Archiving files

Supporting with onboarding, orienting, and offboarding team members
Updating job descriptions
Screening emails from success@beaconcollective.com
Maintaining employee/contractor files
Drafting employment agreements and subcontractor agreements from templates
Maintaining employee time off in Google Calendar and Teamwork Workload Planner

Requirements.

Excellent written and verbal communication
Digital literacy
Bookkeeping
Attention to detail and formatting
Proactivity
Critical thinking
Process design and implementation
Project coordination
Google Workspace (Drive, Docs, Sheets, Slides, templates, building blocks)
Ability to work with others
Desire to learn and expand your skill set

Commitment.

Hours and availability

This is a part-time, fully remote position that will be paid biweekly. We are looking for a minimum of 20 hours (the “floor”) and a maximum of 30 hours (the “ceiling”) of your time each week. We pay hourly and use a “floor and ceiling” method. This means we can commit to the minimum number of hours that you need to stay alive and happy, and we’ll only ask you for a maximum number of hours in a week. We are willing to negotiate the right floor and ceiling for the candidate as long as it meets our business needs.

We have flexible start and end times with only 12 hours of mandatory overlap each week (Monday to Thursday 10am to 2pm PST); the rest of the time you choose when you complete your work. We honour optional half-day Fridays.

Time off

We are closed between December 24 and January 2 annually. We are also closed on all statutory holidays. We encourage team vacation periods in the summer and January as these are our slower seasons. Furthermore, we are comfortable with vacation days as needed. Let’s communicate!

Overtime and after hours work

On the rare occasion that you are needed for more than 40 hours in a week, on the weekend or after 6:00pm PST, you will be asked first and you will be compensated +50% of your hourly rate for the after hours work.

Compensation

We’ve budgeted for $35/hr, plus benefits.

About Us.

We're The Beacon Design Collective Inc., a carbon-negative, award-winning team that helps our nonprofit clients raise more funds through strategic branding and high converting website design. We particularly love working with organizations in the social justice and sustainability sectors. Our clients include the Otipemisiwak Métis Government, Coast Funds, Federation of Canadian Municipalities, City of Vancouver, Kinship Heals, Working Families Party, Fresh Roots, and more.

Job Types: Part-time, Permanent

Pay: $35,727.25-$87,188.72 per year

Expected hours: 20 – 30 per week

Benefits:

Casual dress
Dental care
Extended health care
Life insurance
Paid time off
Wellness program
Work from home

Flexible Language Requirement:

French not required

Schedule:

Monday to Friday

Supplemental pay types:

Bonus pay
Overtime pay

Education:

Secondary School (preferred)

Work Location: Remote

Application deadline: 2024-07-21
Expected start date: 2024-08-15

The Beacon Design Collective Inc.

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Executive Administrator