Job Description

Job Summary

Salary:

Based on experience and qualifications.

Start date:

As soon as possible. Applications will be considered on a rolling basis until the position is filled.

Hybrid work:

Tuesdays and Thursdays our team works in-office.

Working hours:

9:00am - 5:30pm ET

Paid vacation:

20 days of paid time off, including 15 vacation days and 5 days of office closure, (typically over Christmas and New Year's).

Health Benefits:

Extended health, dental, and vision coverage after three months. We offer both single and family plans, with cost-sharing options.

Technology:

Take home laptop.

About Sandbox

Our amazing team is expanding!

At Sandbox we are a multidisciplinary team at the intersection of media, technology and learning. We work hard and venture into new territory to deliver beautiful, out-of-the-box digital media and learning products, leveraging research to understand behaviours and promote impact. We strive to make a difference for clients who work to improve lives on a global scale, from UNICEF to the World Health Organization, from TEDx to the Canadian Institute for Advanced Research.

What's in it for you?

At Sandbox you'll get to:

Join a small and mighty team of filmmakers, designers, technologists, educators, researchers, and operational maestros who share knowledge and grow together. Work in a dynamic agency environment with a lot of autonomy and plenty of opportunity to exercise your creativity on client-focused and homegrown products. Stretch your skills and have opportunities for a range of career pathways, whether you love media, technology, learning or all of them. Use your skills to make a difference, whether you're interested in improving education, health, the economy, our communities or the environment. Enjoy a flexible work environment with a hybrid office, 20 days of paid time off, including 15 vacation days and 5 days of office closure, (typically over Christmas and New Year's), and attractive salary progression and professional development opportunities.

The Role

We are seeking a proactive, strategic, and detail-oriented Executive Assistant & Administrative Coordinator. This role supports our Executive and Business Development teams by contributing to key strategic and operational processes. This individual supports the company's administrative functions through organization of information, writing, research, and communication both internally with our team and externally with clients. This role requires sensitive financial administration - including contract management and bookkeeping support, day to day executive assistance for our CEO, and office administration.

Key Responsibilities:

Executive Support, Compliance, and Operations

Act as the primary administrative support and gatekeeper for the CEO, strategically managing their schedule, time, and priorities. Coordinate and provide preparatory material for meetings involving the CEO and other executive team members. Attend and ensure detailed note-taking as needed. Manage the intake process for new projects, from project award to Operations team handoff: organizing and tracking key documents, reviewing contracts and facilitating their signing, and providing detailed information to assist the Operations team in developing effective Project Briefs and Project Plans.
Office Administration

Manage general day-to-day office upkeep and office access and security. Centralize any office-related issues and liaise with property management and relevant external service providers (cleaning, repairs, IT, etc.). Purchase, track and stock office supplies.
Financial and System Administration

Invoice clients, track accounts receivable, and process payments. Make, log, and track operating expenses. Identify and implement a new team login/password management system, including training team members on proper use.
Human Resources, Culture and Policy

Draft, review, and organize employee contracts. Provide administrative and coordination support on recruitment and professional development processes. Collaborate with relevant team members to organize team building events and initiatives. Monitor, update and communicate company policies, acting as the point person for employee questions and support. Administer the company's benefits plan, managing new employee enrolment.

What You Bring to the Table

Background:

3-5 years of experience in administration, executive support, financial administration, coordination, or finance related roles, ideally in sectors including media, communications or technology. A university degree, college diploma, industry certification, or other formal training equipping you with skills outlined for the role.
Core Competencies:

Accountability & Integrity:

Accountable for successful delivery of individual tasks and larger system/project components; demonstrates professional behaviour and reliability.

Communication & Collaboration:

Communicates clearly with team/managers regarding own work and proactively ensures the success of larger system/project components; raises issues when needed; collaborates effectively; consistently adds value to meetings.

Planning & Organization:

Plans and prioritizes their individual tasks and overall workload effectively; consistently meets deadlines and supports managers in creating effective plans for internal and external initiatives.

Leadership & Innovation:

Offers creative input and adapts well to changes within their scope; contributes creative solutions to larger system/project components; uses and actively explores AI tools effectively following guidance.
Core Technical Skills and Tools:

Executive Support:

You have strong strategic thinking skills and a demonstrated ability to understand and support both senior leadership and diverse team members by proactively anticipating their needs and managing their calendars and priorities.

Financial Administration:

You understand and/or have experience in invoicing, expense tracking, and/or other bookkeeping practices, including clear and structured organization of payments.

Technical Writing & Communication:

You are skilled at crafting clear, precise, evidence-based written documents such as briefs, notes, contracts and presentations. You have a strong attention to detail and can tailor content for diverse audiences, including executive leaders.

Data & Analytics:

You are adept at tracking and analyzing data to inform strategy and provide actionable insights to the executive team.

Digital Tools:

You are proficient with a range of digital tools for scheduling, bookkeeping, project management, and document management. You must be proficient in Microsoft Excel/Google Sheets, and ideally Quickbooks for invoicing. You are also familiar with generative AI tools for research, writing and process efficiency.
Bonus if You Have:

Experience with procurement processes such as proposal writing for RFPs or grant applications. Experience with data visualization tools (e.g., Looker Studio, Power BI). Experience working with public- or education-sector clients, including non-profit organizations. Understanding of digital media production and technology development workflows. Fluency in French and/or Spanish.

The Hiring Process

We thank all candidates for their interest.

Only applications submitted through Indeed will be considered, and only individuals invited to participate in the next step in the hiring process will be contacted.

The hiring process involves the following steps:

Submit your CV, cover letter and answer

compulsory

screening questions on Indeed. Online skills assessment First interview Technical assignment Second interview CEO Touchpoint Conditional offer References
Thanks for your interest and we look forward to meeting you!

The Sandbox team

Job Type: Full-time

Benefits:

Casual dress Dental care Extended health care Paid time off Vision care
Application question(s):

Please confirm you can comply with our hybrid policy: working a minimum of two days per week in our Toronto office, specifically on Tuesdays and Thursdays. What educational credentials relevant to the role do you have? If you are currently pursuing any educational credentials, please provide the following: 1) your anticipated completion date, and 2) the time commitment involved if the completion date is more than one month after your application date. Please provide links to 3 work samples demonstrating your organization, detail-orientation, and technical skills related to this role. That might include meeting summary/action plans, workflows, schedules, reports, proposals, or other relevant material. For each sample, briefly explain your specific role in its development and any tools or platforms utilized. Feel free to redact any sensitive information. What are your long term career goals?
Education:

Secondary School (required)
Experience:

relevant: 2 years (required)
Work Location: Hybrid remote in Toronto, ON M6J 2R9