Job Description

Administrative Assistant About Indeed Laboratories Proudly Canadian, when Indeed Labs launched in 2010, their goal was to bring high-quality formulas, not just one ingredient, to deliver the results that consumers were looking for. That\xe2\x80\x99s why their award-winning Nanoblur was their very first product, capturing global attention with the revolutionary formula. Nanoblur delivers instant results, creating a brand new category, and there\xe2\x80\x99s still nothing else quite like it on the market. The goal was to make people feel comfortable showing their real skin, both in front of HD cameras and in real life. Nanoblur showed customers what it meant to be a highly targeted skincare line with transparency and accessible pricing. Since then, Indeed Labs has created an entire line of highly effective, award-winning and science-backed skincare products that deliver real results to real people. From sensitive skin, to age spots, to moisture loss and wrinkles, Indeed Labs products are designed to meet the different skin concerns of people and empower them to define their own beauty. Indeed Labs is on a mission to change the skincare game by being honest, clean, affordable, accessible and effective. To learn more about us, please visit our website or LinkedIn. If you\xe2\x80\x99re interested in the opportunity below and have the right skills, we invite you to apply! The Opportunity Indeed Labs is growing, and is a team of beauty enthusiasts who work hard yet like to have fun; that\xe2\x80\x99s how we define ourselves! We are currently recruiting for an Administrative Assistant on a full-time permanent basis, reporting to the President & COO. Indeed Labs is looking for a versatile individual who can first and foremost support the personal and business day-to-day needs of the President & COO. This involves managing their calendar, handling all bookings & travel details, and fulfilling related tasks. You will also assist in managing The Studio, a content creation centre based in Indeed Labs\xe2\x80\x99 head office in downtown Toronto. This involves managing event bookings and related coordination. The successful candidate is super organized, sets high standards, has excellent communication skills, thinks outside the box, and goes above and beyond! This is an in-office position, based out of the Toronto, ON (118 Avenue Rd) office. At Indeed Labs, we do offer flexible work options based on business needs and demands. You will be required to travel within GTA and other cities in Canada and USA, from time to time based on your duties. What you\xe2\x80\x99ll be doing: Administrative Assistant - Work directly with President & COO to support all aspects of the workday
- Maintain the President & COO\xe2\x80\x99s work and personal calendar, including scheduling meetings, appointments, speaking engagements, and travel (may include domestic and international) arrangements. Exercise discretion in committing time and evaluating needs
- Manage and coordinate personal and business travel arrangements
- Answer and respond to phone calls, communicate messages and information to the executive, prioritize emails and respond when necessary
- Keep the President & COO advised of priority issues, and conduct follow-up
- Draft, review and send communications on behalf of company executive(s)
- Organize and prepare for meetings, including gathering documents and attending to logistics of meetings
- Attend meetings and take notes of discussions; prepare the initial draft of minutes and summaries
- Assist with the planning, coordination, and execution of Indeed Labs events such as holiday parties, team meetings, executive meetings, etc.
- Handle printing, faxing, mail/overnight packages, copying, filing, and email/messages
- Prepare, reconcile, and submit expense reports
- Maintain paper and electronic filing systems
- Maintain confidential and sensitive information
- Complete a variety of special projects including creating PowerPoint presentations, financial spreadsheets, special reports, and agenda material
- Other additional and/or alternative duties as assigned from time to time, including supporting other departments as needed or running personal errands Studio Coordinator - Manage The Studio by thinking of creative ways to engage with creators, creatives, influencers, and professionals in the GTA community, and beyond
- Handle all bookings, concerns related to the space, payments, and other administrative duties as required What you\xe2\x80\x99ll bring: - Minimum 2 Years of professional experience preferred in a similar role
- Experience in a business environment demonstrating the below skills is required.
- Organizational Skills: Extremely important and keeping organized must be a passion of yours. Must be highly organized and have proficiency in organizing digital data, online filing systems, and electronic financial documents.
- Responsiveness: Extremely important. You will be the gatekeeper of many of the tools our global team utilizes to conduct business.
- Technical Skills: Extremely important. Must have a strong aptitude to learn new technology quickly. Proficiency in Microsoft Excel is a must, particularly with manipulating data and numbers within excel. Proficiency in Microsoft Word and Microsoft PowerPoint.
- Financial: Experience with bookkeeping, invoicing, payments, receivables and other financial admin tasks is a big plus, but not required if you can demonstrate a clear aptitude to be able to quickly pick these up. You must be extremely comfortable with numbers, financials, and basic accounting, as you will be highly involved in these processes.
- Written Skills and Communication: Extremely Important. You will be interacting with clients, vendors, partners, and management on a daily basis, so must be able to present yourself professionally in both a written and verbal manner Indeed Labs is an equal-opportunity employer, that highly values your diverse backgrounds, experiences, and perspectives. We welcome all applicants and encourage applications from individuals who identify as Black, Indigenous, a person of colour, LGBTQ2+ and people with disabilities. Accommodations are available upon request at any time during the recruitment process to individuals who self-identify as having a disability or special need. Job Type: Full-time