Administration Assistant

Administration Assistant at Outsourced

We are seeking a highly organized, detail-oriented, and proactive Administration Assistant to support our growth, sales operations, and client engagement efforts. The ideal candidate has a strong background in proposal and contract preparation, CRM management (especially HubSpot), and administrative support for Business Development and Operations teams. This role requires excellent communication skills, strong time-management abilities, and the capacity to stay organized while handling urgent tasks and shifting priorities.

Key Responsibilities

• Proposal & Contract Support
  • Draft, revise, and finalize client proposals.
  • Assist in preparing and processing contracts, MSAs, SOWs, NDAs, and renewal agreements.
  • Maintain and update proposal templates for accuracy and brand consistency.
  • Track proposal and contract status, ensuring timely follow-ups and internal routing.
• Email, Calendar & Communication Management
  • Manage and organize the shared sales support team’s email inbox, ensuring timely responses and proper prioritization of urgent requests.
  • Flag urgent emails, requests, or tasks and ensure they are escalated or addressed promptly.
• Business Development Administration
  • Assist with managing the sales pipeline, tracking deal stages, and updating CRM records.
  • Conduct research on prospects, industries, and competitors to support outreach and business opportunities.
  • Organize files, documents, trackers, and BD resources for easy access and accurate version control.
• HubSpot CRM Management
  • Update, clean, and maintain accurate CRM data for leads, companies, deals, and activities.
  • Ensure all BD and Operations activities are fully logged and tracked in HubSpot.
  • Supports other ad-hoc responsibilities as required, ensuring flexibility and reliability in handling additional tasks.

Qualifications

• 1–3+ years experience in Business Development support, Sales Operations, Executive Assistance, or Administrative Support.
• Proven experience in proposal writing, contract preparation, or documentation support.
• Proficient in HubSpot CRM data entry and administrative tasks.
• Strong organizational skills with the ability to prioritize urgent tasks and manage multiple deadlines.
• Excellent email management, communication, and professional writing skills.
• Fast learner with the ability to quickly adapt to tools, processes, and shifting priorities.
• Extremely keen to detail, with strong accuracy in documentation, reporting, and data entry.
• Proficient with Google Workspace / MS Office (Docs, Sheets, Slides).
• High level of professionalism, discretion, and reliability.

Additional Information

• Tuesday to Saturday, 2am to 11am
• Homebased, but must be willing to report in Eastwood QC once a month

Key skills/competency

• Administrative Support
• Proposal Writing
• Contract Preparation
• HubSpot CRM
• CRM Management
• Email Management
• Organizational Skills
• Business Development Support
• Documentation
• Data Entry