Job Description
We are seeking a highly organized, detail-oriented, and proactive Administration Assistant to support our growth, sales operations, and client engagement efforts. The ideal candidate has a strong background in proposal and contract preparation, CRM management (especially HubSpot), and administrative support for Business Development and Operations teams. This role requires excellent communication skills, strong time-management abilities, and the capacity to stay organized while handling urgent tasks and shifting priorities.
Key Responsibilities: - Proposal & Contract Support
- Draft, revise, and finalize client proposals
- Assist in preparing and processing contracts, MSAs, SOWs, NDAs, and renewal agreements.
- Maintain and update proposal templates for accuracy and brand consistency.
- Track proposal and contract status, ensuring timely follow-ups and internal routing.
- Email, Calendar & Communication Management
- Manage and organize the shared sales support team’s email inbox, ensuring
timely responses and proper prioritization of urgent requests. - Flag urgent emails, requests, or tasks and ensure they are escalated or
addressed promptly.
- Business Development Administration
- Assist with managing the sales pipeline, tracking deal stages, and updating CRM
records. - Conduct research on prospects, industries, and competitors to support outreach
and business opportunities. - Organize files, documents, trackers, and BD resources for easy access and
accurate version control.
- HubSpot CRM Management
- Update, clean, and maintain accurate CRM data for leads, companies, deals, and activities.
- Ensure all BD and Operations activities are fully logged and tracked in HubSpot.
- Supports other ad-hoc responsibilities as required, ensuring flexibility and
reliability in handling additional tasks.
Qualifications: - 1–3+ years experience in Business Development support, Sales Operations, Executive Assistance, or Administrative Support.
- Proven experience in proposal writing, contract preparation, or documentation support.
- Proficient in HubSpot CRM data entry and administrative tasks
- Strong organizational skills with the ability to prioritize urgent tasks and manage multiple deadlines.
- Excellent email management, communication, and professional writing skills.
- Fast learner with the ability to quickly adapt to tools, processes, and shifting priorities.
- Extremely keen to detail, with strong accuracy in documentation, reporting, and data entry.
- Proficient with Google Workspace / MS Office (Docs, Sheets, Slides).
- High level of professionalism, discretion, and reliability.
Additional Information: - Tuesday to Saturday, 2am to 11am
- Homebased, but must be willing to report in Eastwood QC once a month
