administrative assistant

About the company

COMPANY Helio is a forward-thinking, data-driven creative and digital marketing consultancy that seamlessly integrates content, social media, and artificial intelligence (AI) to navigate the evolving digital landscape. Guided by our core commitment to delivering "Content that Performs", we approach every project with a comprehensive strategy. We view each interaction as a powerful opportunity to connect, ensuring all creatives align perfectly with audience engagement and business conversion. Our collaborative, diverse team of experts thrives on developing innovative solutions tailored specifically to the unique challenges of the digital and AI era.

Your tasks

OVERVIEW As a boutique consultancy dedicated to supporting the holistic needs of the modern marketer, we are looking for a dynamic, personable Administrative Assistant to join our collaborative team. This role is ideal for an organized, digital-savvy professional who already possesses a solid administrative foundation and is excited to expand their career and make a meaningful impact within an evolving digital company.

SUMMARY In this key role, you will provide proactive administrative and operational support across our business and related entities. You will help coordinate critical daily workflows, including executive scheduling, team logistics, agency development, and client billing and invoicing processes. If you are an independent, meticulous communicator who thrives in a collaborative environment and prides yourself on bringing sharp attention to detail, flawless accuracy, and genuine warmth to every interaction, we would love to connect with you.

RESPONSIBILITES

• Executive Support: Provide daily calendar coordination and meeting support for leadership, maintain call logs, and track critical client, operational, and financial updates.
• Billing & Invoicing: Coordinate quotes, issue client invoices, follow up on outstanding payments, and process vendor expenses in the accounting system.

• Scheduling & Team Coordination: Manage internal and client meeting logistics, field scheduling conflicts, and facilitate smooth communication and project handoffs between cross-functional teams.

Agency Development:

• Research, track, and monitor new business and RFP opportunities while supporting proposal development, internal discussions, and final submissions
• identify opportunities to continuously streamline processes and improve operational efficiencies

• Operational Adaptability: Perform other administrative and operational duties as assigned to support the evolving needs of our collaborative team.

Requirements

EDUCATION

• Post-Secondary Degree, Diploma or Certificate in Advertising, Marketing Management, Communications and/or related field

SKILLS & EXPERIENCE

• Exceptional organizational skills with a sharp, meticulous attention to detail.
• Strong time management skills with a proven ability to prioritize tasks, meet tight deadlines, and manage multiple projects simultaneously.

• Ability to work on your own initiative; a proactive, forward-thinking professional with a hands-on approach to problem-solving.
• Strong client service focus and interpersonal communication skills with a natural ability to foster strong, collaborative relationships externally and cross-functionally across diverse teams.

• Highly adaptable and resilient in a fast-paced, evolving work environment; comfortable navigating ambiguity with a continuous desire to learn
• Quick to grasp new concepts and exercise sound, independent judgment.

• Comfortable working with budgets and financial data, backed by a strong foundation in mathematical concepts; experience with Excel tables, file management, and accounting applications such as QuickBooks.
• Excellent verbal and written communication skills, along with strong presentation capabilities.

Other

HYBRID/REMOTE OFFICE At Helio, we believe in the power of flexibility and work-life balance. We have adopted a hybrid, mostly remote, office mode