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
HR
- 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:
Schedule:
Supplemental pay types:
Education:
- Secondary School (preferred)
Work Location: Remote
Application deadline: 2024-07-21
Expected start date: 2024-08-15