Ops On Call Inc. Looking for Remote Administrative Assistant at British Columbia Full Time

About

Ops On Call Inc. is a busy Operations Management firm working with Executives and small teams across North America. Our specialty is working with world-renowned speakers, authors and online training professionals in the healing professions; managing their key day-to-day tasks so they can do what they do best.

We are looking for an exceptional remote Administrative Assistant with a focus on data entry, project tracking and general day-to- day admin as required. You will be joining an already cohesive, well-functioning and expanding business as the Project Coordinator’s trusted right hand. It is our job to keep client’s businesses running smoothly from an operational standpoint, and communication consistently flowing.

The Role

An important part of your role is to take work OFF the plate of the Project Coordinator (and therefore that of the clients). “How can I make this easier for you?” is your first thought when tackling a new project or task. You want to partner long-term with a company that offers the potential to move up quickly. You are very happy to sub-contract and have work given to you. You are NOT interested in ‘starting your own thing’.

Anticipated to require approximately 60 hours per month to start, increasing as client workload expands and new clients come on board. The work will include, but not be limited to, the following:

• Prepare projects and tasks, assign due dates and accountabilities in our project management software (Teamwork.com)
• Track progress of current programs and projects so that things continue to move along
• Record and prepare monthly client feedback so that we have a current database for review
• Attend virtual meetings with clients to track actionables and due dates and add to our project management system
• Track students and participants’ monthly progress and status in spreadsheets so that we can support them as needed (approximately 30 groups that meet monthly)
• Quarterly, track the progress of educational modules being translated by other teams into 18 languages
• Prepare course module calendar and update as needed
• Work closely with Project Coordinator on all existing and future clients and projects
• General admin
• Other tasks as required

YOU:

• Are a detail wizard with an eagle eye for what’s missing
• Are tech savvy (this is a must)
• Have room in your schedule for rapidly increasing hours
• Have high emotional intelligence
• Are customer focused

• Take pride in triple checking your work
• Are a completer. A finisher.
• Have great communication skills via phone, email, and chat. There is a finesse to this that you grasp and practice
• Have excellent organizational and problem-solving skills
• Are a people person
• Have the ability to manage complex projects and multiple priorities from conception to completion
• Are self-motivated and willing to take initiative
• Love checking things off your to-do list
• Notice when you see balls being dropped and work not getting done on time and like to avoid this problem
• Always bring forward potential solutions to any problem that may arise
• Are reliable and trustworthy
• Have a sense of humour
• Are a team player
• Want to be a part of an amazing organization for the long-term
• Are willing to take the Kolbe A, Strengthfinders and Values In Action assessments

TOOLS/SOFTWARE that you MUST be highly competent and comfortable with:

• Dropbox
• Google suite of products (don’t apply if you only use Outlook for email. You MUST have extensive knowledge of G-suite. You are a Gmail and Google drive wizard. You understand how to mark unread, move to inbox, removing labels so things in that label archive, Send and Archive, multiple tabs in Gmail, etc, and all things Google Drive)

• MS office suite of products (word, excel, etc)
• What’s App (for time-sensitive/urgent matters only)
• Zoom

TOOLS/SOFTWARE that you will be using on a daily/weekly basis:

• Boomerang (VERY important that you know how to use this program)
• Dashlane (preferred password protector)
• Teamwork (project management software)
• Toggl (time tracker)

COVER LETTER

You made it this far in the job description! Please include a cover letter with your application, specifically talking about your experience working remotely and being self-driven and self-responsible. Also include your experience working with the software and tools mentioned above, letting me know your experience with duties mentioned in the Role section. Please don’t apply if you’re already working full time and want to supplement your income.

Thank you for applying!

Job Type: Freelance

Salary: $23.50 per hour

Flexible language requirement:

Schedule:

Experience:

• Administrative: 5 years (required)
• Google Suite: 5 years (required)

Expected start date: 2022-07-11