QUALIFICATIONS:

• Bachelor’s degree in Business Administration, Communications, Marketing, or a related field preferred.
• Proven experience (typically 5+ years) in a highly demanding administrative, project coordination, or executive support role.
• Demonstrated expertise in managing complex calendars, email correspondence, and travel logistics.
• Strong understanding and proven experience with CRM systems (e.g., HubSpot) and an unwavering commitment to data accuracy.
• Exceptional written and verbal communication skills, with a keen eye for detail and professionalism.
• Proven ability to manage multiple projects simultaneously, prioritize effectively, and meet deadlines.
• Highly organized, proactive, and capable of working independently with minimal supervision.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and collaboration tools.
• Discretion and ability to handle confidential information with utmost integrity.
• Experience in coordinating events and managing brand assets/materials.
• Experience in the cleaning services industry or a related service-based industry is an asset.

PHYSICAL REQUIREMENTS:

• Ability to perform basic movements within an office environment.
• Frequent driving is required.
• Occasional long-distance travel by train or plane may be required.
  Disclaimer:
  Impact is an equal opportunity employer. All applicants will be considered for employment without attention to race, colour, religion, sex, sexual orientation, gender identity, national origin, veteran, or disability status. Please note, only qualified candidates selected for an interview will be contacted.
  Impact is committed to providing employment accommodation in accordance with the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act. If contacted for an employment opportunity, please advise Human Resources if you require accommodation.
  This job description has been written to provide an accurate reflection of the current job and to include the general nature of work performed. It is not designed to contain a comprehensive detailed inventory of all duties, responsibilities, and qualifications required of the employees assigned to the job. Management reserves the right to revise the job or require that other or different tasks be performed when circumstances change

ABOUT THE ROLE:

Are you a proactive, highly organized, and exceptionally detail-oriented professional ready to be the strategic backbone for a dynamic and growing company in the thriving commercial cleaning industry? Do you thrive in a fast-paced environment where your ability to anticipate needs, streamline operations, and drive impactful communication directly contributes to company growth and success? We’re seeking a superstar self-starter who will not just manage a calendar, but orchestrate efficiency, spearhead critical projects, and champion our brand through meticulous data management and seamless internal and external communications. If you’re passionate about making a tangible difference, love keeping things running like a well-oiled machine, and are eager to be the ultimate right hand to an entrepreneurial executive, this is your opportunity to play a pivotal role in our exciting journey!

MAIN PURPOSE OF THE JOB:

To serve as the principal support to the President, and the teams he leads, acting as a proactive partner in managing executive workflows, optimizing communication strategies, overseeing critical project timelines, and providing integral support to sales and marketing initiatives. This role is designed to significantly enhance the President’s efficiency and ensure seamless operational flow, particularly by fostering best-in-class communication practices, meticulous data management, and the effective coordination of company events and brand assets across all internal and external touchpoints.

DUTIES AND RESPONSIBILITIES:

• Executive Administrative Support & Workflow Management:
• Proactively manage the President’s complex calendar, including scheduling, rescheduling, and prioritizing meetings, appointments, and travel arrangements (flights, hotels, ground transportation, detailed itineraries).
• Efficiently manage and triage the President’s email correspondence, drafting responses, flagging urgent matters, and ensuring timely follow-up.
• Prepare and organize materials for meetings, presentations, and conferences, including agenda development, document collation, and minute-taking as required.
• Act as a central point of contact for internal and external stakeholders, filtering inquiries and directing them appropriately to maintain the President’s focus.
• Anticipate needs and proactively prepare the President for upcoming commitments, ensuring all necessary information and resources are at hand.
• Project Coordination & Tracking:
• Monitor and track the progress of various company-wide projects and initiatives, ensuring adherence to timelines and deliverables.
• Maintain and update project documentation, status reports, and key performance indicators (KPIs).
• Facilitate communication between cross-functional teams to ensure alignment and prevent roadblocks.
• Proactively identify potential delays or issues and bring them to the President’s attention with proposed solutions.
• Sales & Marketing Team Support:
• Provide direct administrative and coordination support for key sales and marketing projects and campaigns.
• Assist with the preparation of sales proposals, marketing materials, and client presentations.
• Coordinate logistics for sales and marketing events, trade shows, and client appreciation initiatives.
• Support the development and distribution of internal and external communications related to sales and marketing efforts.
• Communication Excellence & Management:
• Draft, proofread, and edit internal and external communications, ensuring clarity, accuracy, and alignment with company brand and messaging.
• Develop and implement strategies to ensure the company maintains its reputation as a leader in communication within the cleaning industry.
• Manage and coordinate internal communication channels to ensure timely and effective information flow across departments.
• Act as a liaison between the President and various departments, ensuring consistent messaging and follow-through.
• Data Management & CRM Oversight:
• Take ownership of the accuracy and integrity of data within company CRMs (e.g., HubSpot) and other essential databases.
• Implement and enforce best practices for data entry, maintenance, and reporting.
• Generate reports from CRMs and other systems to provide insights for the President and other leadership.
• Proactively identify and correct data discrepancies to ensure reliable information for decision-making.
• Event & Brand Asset Management:
• Coordinate and manage all logistics for company-related events, including internal team gatherings, client appreciation events, and external industry functions.
• Oversee the procurement, inventory, and distribution of company apparel and branded promotional products, ensuring brand consistency and quality.
• Manage the inventory and accessibility of all marketing materials and assets (digital and physical), ensuring they are current, on-brand, and readily available to relevant teams.
• Collaborate with the marketing team on the creation and updating of branded materials.
• Self-Starter & Proactive Problem Solving:
• Demonstrate exceptional initiative and a high degree of self-motivation in identifying tasks, anticipating needs, and taking action without direct instruction.
• Possess a strong problem-solving mindset, approaching challenges with creativity and efficiency.
• Prioritize tasks effectively in a fast-paced, dynamic environment.