Job Opportunity

Hiring For: Office Manager / Executive Assistant
Organization: Green Event Ninjas
Location: Green Event Ninjas’ Office/Warehouse at 28 Currie St, Barrie, ON
Wage: $25 /hour

About Green Event Ninjas

At Green Event Ninjas, we do not plan events, but rather we help those that do, do so in a more sustainable manner. We work with event producers, planners, and suppliers (e.g. venues, caterers, etc.) to help them get the most value out of their operations and events by looking at the issues they’re facing through a sustainability lens. Our services include sustainable event consulting, event cleaning and waste management, event carbon footprints, and event sustainability standards compliance.

Who We Are Looking For:

Green Event Ninjas is seeking an eco-conscious and passionate individual to join our team as an Office Manager / Executive Assistant. In this role, you will be responsible for assisting with financial records and carrying out various general administrative tasks in support of the “Founding Ninja” and the core management team.

The ideal candidate should possess strong organizational skills, have a proactive approach to administrative tasks, thrive in a high-energy, fast-moving environment and can confidently manage a diverse workload.

This position offers a hybrid work arrangement, allowing for a combination of remote work and in-person office presence. The ideal candidate should be located within the greater Barrie / Simcoe County Area and must have the flexibility to commute to and from our office located in Barrie, ON when it is necessary.

The position is being offered as a temporary full-time position (approx. 6 months) due to the seasonal nature of events, with the possibility of extension into a full-time position thereafter based on performance and team dynamic.

Role Responsibilities:

• Manage Office Communications: Monitor and respond to mail, emails, calls, and serve as a point of contact for client inquiries, ensuring timely and professional communication.
• Calendar & Email Assistance: Schedule and manage the executive’s calendar, including meetings, appointments, and upcoming events. In addition, you may be asked to help monitor the Founding Ninjas’ email inbox while they’re on-site at an event / away from the office.
• Administrative Assistance: Provide support to the core management team by preparing and managing project schedules, assisting with staffing-related tasks like onboarding and timesheets, In addition, you’ll help to organize meetings, take notes, and ensure materials are distributed as necessary, and follow-up on action items.
• Project Coordination: Assist with managing projects by providing support to the Event Operations teams, coordinating with vendors, compiling statistical and other data related to project services, and tracking deliverables.
• Data Entry & Organization: Input and manage data in various systems and databases by preparing spreadsheets, forms, templates, integrations, etc. Organize and maintain physical files and electronic records.
• Expense and Budget Tracking: Maintain accurate and up-to-date financial records, including accounts payable, accounts receivable, project-related profit/loss, and general ledger entries.
• Invoicing and Billing: Prepare and send invoices to clients, track payments, and follow up on outstanding payments.
• Payroll & HR Administration: Assist with the weekly administration of payroll, field and organize payroll corrections, organize and administer government filings (e.g. ROEs, U.S. unemployment, etc.)

What you Bring to the Team:

Commitment: Being a ninja means that you are reliable, communicative, timely, and you commit to doing the best job you can do throughout your time with us.

Organization: You are an individual who embodies professionalism, demonstrating a strong sense of responsibility and accountability in your work.

Eco-Conscious: You are encouraged to contribute to protecting and preserving the natural environment and are invested in supporting sustainability.

Team Player: You are collaborative, enjoy working with others, and are willing to support your team however you can to ensure that the job gets done!

Schedule:

• Monday to Friday, 8:00am - 4:30pm
• Weekends as needed (e.g. during large events)
• Must be able to work outside of a normal work schedule for both planned and emergency situations, as required

Additional Qualifications:

• Post-Secondary Diploma in a relevant discipline is an asset, but not mandatory
• Previous experience working in the events industry an asset, but not mandatory
• Experience in bookkeeping is an asset
• Experience working in a team environment
• Excellent communication skills (verbal and written)
• Exceptional time management and multitasking abilities
• Knowledge of and experience with Google Suite applications is required
• Legally able to work in Canada

Interested?

We invite interested candidates to submit their resume and cover letter for consideration to staffing@greeneventninjas.com, subject: "Hiring for: Office Manager / Executive Assistant" .

Please mention you saw this at GoodWork.ca.

We thank all applicants for their interest; however, only those selected for an interview will be contacted.