Administration Coordinator Job Regina area,Saskatchewan Canada,Administrative/Clerical

Position: Growth & Administration Coordinator

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Growth & Administration Coordinator - Job Responsibilities

Updated March 14, 2025

We are seeking a proactive, organized, and detail-oriented Growth & Administration Coordinator to directly support the CEO and ensure smooth day-to-day office management, HR functions, and financial processes. This role is critical in providing high-level administration, managing sensitive communications, and supporting business development. The ideal candidate thrives in a fast-paced environment, is highly organized, personable, and eager to contribute to both the people and administrative side of a growing agency.

Key Responsibilities

Supporting the CEO & Leadership Team

Directly manage and organize the CEO’s email inbox, triaging messages, flagging priorities, and ensuring timely responses and follow-ups.

Manage the CEO’s calendar, including scheduling meetings, coordinating internal and external appointments, and proactively managing conflicts and adjustments.

Organize materials for meetings, including agendas, presentations, briefing documents, and follow-up notes.

Take detailed meeting notes during business development, client, and internal strategy meetings, and ensure proper follow-up actions are assigned.

Handle confidential and sensitive information with the highest level of discretion and professionalism.

Respond proactively to the CEO and Leadership Team’s administrative needs and execute ad hoc projects to support business priorities.

Work closely with the Brand and Operations Manager on all functions of the business to ensure seamless operations from sales to invoicing.

Proposal writing, including development, formatting, proofreading, and coordination.

Develop up-to-date case studies on successful campaigns to include in proposals.

Attend and take notes at business development meetings with new clients.

Maintain and regularly update the company CRM and email list, and ensure accuracy of client and prospect information.

Manage the cold email inbox, and respond to interested leads.

Finance & Accounting Administrative Support

Support accounts payable and receivable processes, including uploading/categorizing receipts, and coordinating with the Bookkeeper and Brand & Operations Manager on overall financial processes.

Process bill payments and manage basic expense reporting as required.

Help gather financial data and documentation for monthly budget reviews and other reporting requirements.

Office Management & Human Resources Administration

Oversee general office administration, ensuring smooth communication across teams and with external partners.

Liaise between the CEO and staff, clients, vendors, and external partners as a point of contact for scheduling, communication, and task follow-up.

Coordinate client and employee appreciation initiatives, including gifts for holidays, birthdays, milestones, and other occasions.

Assist in recruitment processes, including screening resumes, scheduling interviews, and managing candidate communications.

Assist in employee onboarding/offboarding logistics (paperwork, background checks, helping with orientation).

Manage benefits administration and respond to employee inquiries regarding HR matters.

Maintain and ensure compliance of employee records and HR documentation.

Track employee time off (vacation, sick, wellness days), ensuring alignment with payroll and company policy.

Ideal Candidate Profile

Highly organized, detail-oriented, and capable of managing multiple priorities with accuracy.

Strong interpersonal and communication skills, able to interact professionally and effectively with the CEO, staff, clients, and vendors.

Proactive and self-motivated, anticipating needs and taking initiative without constant…