Malleum

Administrative Assistant

Malleum

full-time

Posted on:

Location Type: Remote

Location: Canada

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About the role

  • Coordinate the review, revision and execution of legal agreements, insurance documents, purchase orders, and others.
  • Support our consulting practices with project administration and coordination.
  • Manage executive calendars, appointments, and meetings.
  • Coordinate travel logistics and prepare detailed itineraries.
  • Handle emails, phone calls, internal and external communications.
  • Prepare reports, analyses and presentations on operational processes and expenses.
  • Monitor and organize office supplies, collaborating with colleagues as necessary.
  • Coordinate mailing and shipment of equipment and documents, e.g., laptops.
  • Lead the planning and execution of internal and external-facing events, including booking sites and travel, coordinating with vendors, and helping to represent the company at trade shows and conferences.
  • Process Canadian Government Security Clearance as the Alternate Company Security Officer.
  • Manage communications with post-secondary co-op program coordinators.
  • Update company website and LinkedIn page in coordination with Sales and Marketing.
  • Lead or support other administrative initiatives.

Requirements

  • 2-4 years of proven experience in administrative support roles, preferably in technology companies.
  • Strong organizational skills with the ability to manage multiple tasks, deadlines, and stakeholders simultaneously, in a remote work environment.
  • Experience coordinating legal and operational documents, such as contracts, insurance forms, and purchase orders.
  • Project coordination abilities, particularly in support of consulting or client service teams.
  • Advanced calendar management skills, including scheduling across time zones for executives and team members.
  • Skilled and experienced in travel planning and shipping logistics.
  • Outstanding communication and interpersonal skills, and acute attention to detail.
  • Proficiency in preparing operational reports, data summaries, and executive-level presentations.
  • Event planning skills, including vendor coordination.
  • Basic content management and social media skills, especially updating company websites and LinkedIn pages.
  • Initiative-driven, capable of leading or supporting various administrative projects independently.
  • Tech-savvy, with advanced proficiency in Microsoft Office.
  • Discretion and professionalism, especially when handling confidential documents and executive communications.
Benefits
  • Remote work options
Applicant Tracking System Keywords

Tip: use these terms in your resume and cover letter to boost ATS matches.

Hard Skills & Tools
administrative supportcalendar managementtravel planningevent planningreport preparationdata analysisdocument coordinationcontent managementsocial media managementproject coordination
Soft Skills
organizational skillscommunication skillsinterpersonal skillsattention to detailinitiativeprofessionalismdiscretionability to manage multiple tasksstakeholder managementremote work adaptability
Certifications
Canadian Government Security Clearance