Administrative Assistant

Do you love organization, balancing multiple tasks, and working with people? 

If so, consider the role of Administrative Assistant at Sargent Solutions. 

At Sargent Solutions, the Administrative Assistant is dedicated to exceptional organization and communication. You thrive at balancing multiple tasks and are interested in assisting multiple departments, including sales, marketing, client projects, and operations. You have superior interpersonal skills and always look to put the client and the business first in your day-to-day work. You love a fast-paced environment and demonstrate proven judgment in prioritizing various duties. 

You are organized, assertive, flexible, and client-focused, and you understand the goals and values of Sargent Solutions. 

Job Responsibilities

• You manage multiple appointments, booking links and calendars for various team members, including booking sales and client calls, and coordinating business travel plans as needed. 
• You manage the email inbox of various team members and assist in email correspondence with prospective and existing clients to help increase sales, as well as prospective and current partners. 
• You complete small orders for the company as and when the need arises. 
• You support the marketing team in assigned tasks such as content creation, social posts, research and other administrative duties, and help to ensure consistent branding across all external and internal documents. 
• Assist with the development, coordination and implementation of client events. 
• You assist with internal team events and staff retreats as required.
• You create project proposals for new and existing clients, and maintain proposal templates with a desire for continuous improvement and refinement. 
• You assist in documenting and filing client testimonials as they are received. 
• You assist in creating and overseeing projects in Harvest and ensure that they are reflective of Raiser’s Edge NXT opportunities. 
• You perform data entry in Raiser’s Edge NXT for Sales, Marketing, and the Projects & Services team; this includes setting up new client profiles, updating tasks and notes, pulling reports and making sure information is organized with no duplications. 
• You assist with monthly invoicing of client projects. 
• You are team-focused and fill in administrative gaps as they arise. 

Required Experience

• Exceptional ability in managing multiple projects simultaneously. 
• A post-secondary degree, preferably in sales, marketing or business administration. 
• Proven experience in a fast-paced work environment. 
• Client-focused approach with superior interpersonal skills. 
• Excellent at building and maintaining relationships with clients, partners and team members. 
• Strong organization skills and extreme attention to detail. 
• Experience successfully managing schedules and calendars. 
• Experience with Blackbaud Raiser’s Edge NXT is considered an asset. 
• Graphic design experience is also considered an asset. 
• Advanced understanding of Microsoft Office, including Teams, Outlook, Word, PowerPoint, and Excel. 
• You value Ingenuity and Collaboration; you go above and beyond in everything you do, and you take responsibility for your role and your actions with Enthusiasm.

Working Conditions

• You receive work assignments from multiple departments and people, including the VP of Client & Partner Engagement, VP of Operations, and the Founder & CEO. 
• You will report to the VP of Client & Partner Engagement. 
• You will work both independently and with a team of highly motivated, passionate people on tasks with minimal supervision. 
• You will be located in Southern Ontario. 
• You have a dedicated workspace that will support a fully remote virtual environment. 
• You will have a valid passport or visa to enter the United States, which is sometimes required for business travel. 
• You will work primarily in Eastern Standard Time but can manage a flexible work schedule across all North American time zones when needed. 
• You will work with an incredible team that uplifts you, supports you, appreciates your hard work and efforts and believes in making the workplace fun! 
• This position is a full-time temporary role to cover a Maternity Leave.
• The duration of this temporary contract is estimated at 18 months with the opportunity to transition to a permanent role within the company.

About Sargent Solutions

As a team member at Sargent Solutions, you will help non-profit organizations across North America. You will help streamline database administration processes and provide strategic insight to elevate fundraising goals. You will offer clients various database and fundraising services, and you are an expert in the Blackbaud suite of products.

You will be part of a supportive team of high-level achievers dedicated to making a difference. You will pride yourself on the following five core values - ICARE:

Ingenuity

• You find solutions for clients even if it seems impossible.
• You brainstorm with your team to ensure the best outcomes.

Collaboration

• You adapt to the different needs of each client.
• You work together as a team in the best interest of Sargent and your clients.

Above and Beyond

• You are dedicated to the success of our clients.
• You are committed to supporting your teammates.

Responsibility

• You are committed to Sargent’s success and take responsibility for your mistakes.
• You respect yourself, our clients, and your team.

Enthusiasm

• You love helping charities help the world!

You love your team and are excited to work together!

Your Personal Suitability

• You are dedicated and committed to the client’s success.
• You enjoy working on multiple projects simultaneously.
• You check your work often to ensure accuracy.
• You advocate for yourself for the good of Sargent Solutions and your clients.
• You work well independently in a remote office environment.
• You maintain a work-life balance while respecting your professional commitments.
• You respectfully give and receive constructive feedback and suggestions.
• Your authenticity and sincerity show up in your work.
• You want to help charities help the world.

Benefits

• Flex time Permitted. 
• Healthcare Spending Account: $1,500 annual for Single; $3,000 annual for Family. 
• Paid Holidays. 
• Team Member Events. 
• Office Setup Allowance. 
• Group RRSP Matching. 
• Additional Benefits Include: Critical Illness, Family Assistance Program (EAP), Travel Insurance, Stop Loss Coverage, and more. 

Salary range, based on experience $50,000 – $55,000

Please address your resume and cover letter to Heather Fontez, VP of Operations, and send it by email to heatherf@sargentsolutions.ca.

Thank you to everyone applying; however, only those selected for an interview will be contacted. Sargent Solutions Inc. welcomes diversity and equity in the workforce and is committed to meeting the needs of people with disabilities. Accommodations are available on request for candidates taking part in all aspects of the selection process.