Administrative Assistant

• Coordinate meetings, prepare agendas, and record meeting minutes.

• Manage calendars, room bookings, and meeting logistics.

• Assist with document preparation, electronic filing, and record management.

• Prepare employment verification letters and other administrative correspondence.

• Provide general administrative support to the leadership team.

• Coordinate internal projects such as subcontractor agreements, compliance documentation, and operational initiatives.

• Track operational metrics such as client renewals, new or lost clients, and contract documentation.

• Support management with signing and processing contracts and service agreements using electronic signature tools.

• Assist with vendor applications, business licensing renewals, and insurance documentation.

• Assist with administrative aspects of employee onboarding, including documentation collection and WHMIS coordination.

• Maintain and support business systems including CRM platforms, project management tools, and internal databases.

• Assist with workflow automation and process improvements.

• Manage shared document systems such as Google Drive to ensure accurate file organization and accessibility.

• Provide light systems administration and technical support for management staff, including basic computer security oversight.

• Utilize advanced Excel and data management tools to track operational and financial information.

• Maintain records and reports related to contracts, client lists, renewals, and operational metrics.

• Compile and manage client and subcontractor databases and directories.

• Generate reports and maintain master files related to contracts, pricing, and service agreements.

• Assist with data entry, document tracking, and compliance reporting.

• Assist with accounts receivable follow-ups and payment tracking.

• Process administrative financial tasks such as bill payments and subscription updates.

• Coordinate documentation required for banking, insurance renewals, and business accounts.

• Support tracking of annual price adjustments and contract renewals.

• Maintain compliance documentation including certificates of insurance (COIs) and contractor compliance systems.

• Assist with vendor compliance platforms and safety documentation.

• Maintain records of client agreements, contracts, and regulatory documentation.

• Coordinate internal and client events including staff celebrations and appreciation initiatives.

• Assist with employee communications and internal engagement initiatives.

• Previous experience in administrative, executive assistant, or operations support roles.

• Advanced proficiency with Microsoft Excel and common business software.

• Experience with CRM systems, project management tools, and document management platforms (ideally PipeDrive).

• Strong organizational and time management skills with the ability to manage multiple tasks simultaneously.

• Excellent written and verbal communication skills.

• High level of attention to detail and discretion when handling confidential information.

• Ability to identify process improvements and implement workflow efficiencies.

• Organization and attention to detail.

• Technical proficiency and systems management.

• Process improvement and workflow optimization.

• Communication and collaboration.

• Confidentiality and professionalism.

• Problem solving and initiative.

• Ability to manage multiple priorities and adhere to strict deadlines.

• Primarily a remote work environment, with a requirement for weekly in-person meetings with colleagues in Kelowna, BC.

Potentia Human Resources Inc.