Administrative Officer

Essential HR

3 days ago

Workplace: Remote
Type: Full-time
Department: Administration
Source: RecruiterFlow

Description

About Startup Canada

Startup Canada is a nationally recognized, award-winning organization committed to empowering Canada’s entrepreneurs. Since 2012, we have served as a trusted gateway to the entrepreneurial ecosystem, connecting entrepreneurs with the right resources, programs, and support at the right stage of their journey.

We connect Canada’s entrepreneurs to the tools, community, and support they need to start and grow their businesses. By guiding entrepreneurs toward appropriate resources, eliminating barriers, and amplifying their voices within our extensive network of partners, we enhance the entrepreneurial experience and contribute to a stronger national economy.

Our Mission

To position Canada as a global leader in entrepreneurship.

Our Vision

To connect and empower entrepreneurs and foster an ecosystem that drives innovation, inclusion, and economic growth across Canada.

Our Values

We're here for entrepreneurs

We Succeed when they succeed

We are one team

We collaborate and challenge with respect

We embrace an entrepreneurial Spirit

We innovate boldly, iterate quickly, and stay agile - adapting to the ever-chaning needs of founders with speed and purpose.

We make it happen

We deliver impactful, high-quality programs and are deeply accountable for our work.

We operate at scale

We build solutions that grow from local to national, allowing Canadian entrepreneurs to compete at a global scale.

Job Summary

The Administrative Officer is responsible for providing comprehensive administrative and operational support to ensure the effective delivery of Startup Canada’s national programs and initiatives.

Key areas of responsibility include coordinating logistics for virtual and in-person events, managing scheduling and communications, supporting program teams with resource organization, and providing technical assistance during sessions

This position requires a detail-oriented and adaptable individual capable of managing multiple priorities in a fast-paced environment while maintaining high standards of accuracy and professionalism. The Administrative Officer plays a crucial part in enabling Startup Canada’s teams to operate efficiently and maintain alignment with the organization’s mission to support Canadian entrepreneurs.

Below is a list of tasks that will be initially assigned to the Administrative Officer. Additional tasks that suit the job function and capacity of the role may be added as needed.

Program Tasks

Create zoom links for all virtual events
Create Luma event pages and registration
Create calendar invites
Collect attendee information
Add events to Google program calendar with links
Help host and provide tech support during virtual sessions
Schedule Internal Programs Meetings
Create speaker calendar briefing call invites for each event to program calendar
Update session graphic templates in Canva (editable graphics)
Create Luma graphics in Canva from templates
Create session folders in Canva & add each session template to respective folders
Add updated Zoom background wallpaper to webinar sessions
Add updated Zoom background wallpaper to YouTube
Update program resource guides
Add Application Forms on Pheedloop and Luma
Venue site visits (regionally based)
Onboard judges (collect marketing assets, send calendar invites, update event page)
Add resources to notion page
Keep program toolkits up to date
Schedule Internal/Team Program Meetings
Update Volunteer and Speaker submission forms
Update pre-drafted Event/program Inbox inquires response templates
Manage Event/program Inbox
Set up live steams
Book team dinner reservations at events
Add all speakers and panelists to PheedLoop
Create Speaker Briefings
Coordinate speaker contact details and arrival times to events
Oversee assigned email inboxes

Meeting Coordination Support

Support with coordinating meeting times internally across visible calendars
Support with coordinating partnership meeting times externally across calendars not accessible
Support with agenda creation in Notion
Link AI recordings in Notion Meeting Notes

Human Resources & Leadership Support

Add Team Member Out of Office/Time Off to HR Google Calendar
Communicate Out of Office to team (Slack, and update in Notion meeting notes)
Interviews | Calendar coordination for interviews with candidates and interviewers (when not led by external HR support)
Schedule new team member onboarding 1:1s with rest of team
Support in the creation of new team member training plans in Notion
Support with creation of Team Survey results deck
Add policy and ways of working updates to Employee Handbook and/or Notion
Support with purchase and shipping of Team Member, partner, and vendor gifts
Support in the booking and tracking of all team member travel, including flights, ground transportation, accommodations, and tracking of team member travel expenses for programs
Provide support for all UPS shipping logistics for programs and HR (in-person events, Team Member on and off boarding equipment)
Support in the research and creation of leadership speaking notes and decks for leadership speaking engagements
Support in the onboarding of new software for all departments

Knowledge and Skills

Strong organizational skills with the ability to manage multiple priorities, coordinate complex schedules, and maintain accurate systems across programs and leadership functions
Proficiency in digital tools and platforms such as Google Workspace (Drive, Calendar, Sheets, Docs), Zoom, Canva, Notion, and event platforms like PheedLoop or Luma.
Solid administrative and logistical skills, including coordinating virtual and in-person events, managing calendars, preparing briefing materials, and handling travel and expense tracking.
Excellent written and verbal communication skills for preparing agendas, maintaining internal communications, drafting updates, and liaising professionally with team members, Board of Directors, and partners.
Attention to detail in managing data, maintaining up-to-date program folders, CRM or resource guides, and ensuring high-quality outputs.
Ability to support human resources administration, such as coordinating onboarding, tracking team member time off, and updating handbooks or internal systems.
Comfortable providing basic technical support during virtual sessions (e.g. Zoom logistics, recording management, YouTube uploads).
Collaborative mindset: able to work closely with program teams, leadership, partnerships, and marketing/design colleagues to support shared goals.
Discretion and professionalism in handling sensitive information related to team, partners, and organizational operations.
Adaptability and problem-solving skills to adjust plans, support evolving needs, and respond calmly to last-minute changes or requests.

Travel Requirements

Be willing to travel for work (no more than 5 weeks per year).

Accommodations

Accommodations are available upon request in the recruitment process.

Administrative Officer

Description

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