Operations Administrator

Are you an operations or administrative professional looking to make an impact in a growing, flexible environment? If you have strong communication and organization skills, come join our boutique strategic ESG consulting firm.

Location of Work: Remote or Hybrid across Canada. Preference will be given to candidates based in Toronto, where our head office is located.

About ESG Global Advisors

As a trusted partner of both companies and investors, we are driven by an informed belief that Environmental, Social and Governance (ESG) issues matter and that businesses that incorporate them into their decision-making stand to thrive over the long-term. We are passionate pragmatists. We know that incremental change has an exponential impact over time. That’s why our team of senior-level professionals—with deep experience in the Capital Markets—works with clients every step of the way, to develop an approach to ESG that adds value now and in the future.

Established in early 2019, our firm has established a diverse client base consisting of investors across different asset classes and public and private corporations from a range of sectors. Our team members are in high demand by boards, senior executive teams, industry associations, and conference organizers seeking to understand current best practices and emerging trends in the rapidly evolving areas of ESG, including climate change.

Your Role & How You Will Contribute

As the Operations Administrator, you will play a critical role in coordinating the smooth operations of a dynamic and growing firm. This role has great breadth and is an ideal fit for a detail-oriented generalist who loves to learn and support a team.

Through direct communication and professional follow up, you’ll support the leadership team in meeting deadlines and moving the needle on key strategic projects for the firm. With a fine eye for detail and strong Microsoft skills, you’ll help us finalize polished deliverables and delight our clients. Drawing upon professional work experience, the ideal candidate is able to assess and prioritize workloads and critical paths, proactively communicate (verbally and written) and collaborate to achieve success as a team.

Why Join Us?

ESG Global Advisors was one of Canada’s Top Growing Companies in 2023 and has been recognized as a Great Place to Work. Led by a diverse and inclusive leadership team, we offer competitive compensation and benefits and professional development opportunities.

We believe that teams who like and respect each other produce the best quality work as we challenge and learn from one another. We are a close-knit team that works effectively in a virtual environment. Our firm also believes in flexibility and work-life balance, and we support remote and hybrid work arrangements across Canada.

Key Duties & Responsibilities

We commonly deliver a bespoke scope of work for our clients, but the services we provide most commonly are described in greater detail on our website. Our leadership team has a variety of specializations, and we work collaboratively to provide best-in-class client service focused on adding value on every engagement.

*Administration*

- Schedule internal meetings, plan and organize team social and team building events.
- Assist with travel arrangements for conferences, client meetings or team off-sites.
- Format and proofread reports, proposals and other deliverables for quality and consistency.
- Coordinate completion and execution of service agreements, confidentiality agreements, and other contracts using templates.
- Contribute to the development and maintenance of templates, standard operating procedures (SOPs), and library of example deliverables.
- Project and relationship management support, managing up and anticipating needs (e.g., proactively drafting agendas for approval, sending reminders, scheduling meetings, general follow up support).

*Accounting*

- Process bills for accounts payable: obtain approval and create payments.
- Process invoices for accounts receivable: support project managers with invoice creation, then finalize the document, and prepare the monthly reporting package.
- Process deposits for accounts receivable and send reminders on overdue invoices, escalating to project managers as appropriate.

*Operations*

- Support the continued adoption of recently implemented software tools aimed at improving efficiency and utilization by coming up the curve quickly and diving deep into the internal (custom) and external (vendor) help documentation.
- Support the leadership team with data entry into our client relationship management system (CRM).
- Assist with website maintenance, blog posts and general social media support including minor graphic design.
- Assist with data hygiene maintenance, running reports and flagging gaps and inconsistencies.
- Generate reports for the CEO and leadership team on a regular schedule.

Qualifications

ESG Global Advisors recognizes that no one candidate will possess the following qualifications in equal measure. Candidates who meet most of the qualifications or with alternative equivalent qualifications will be considered.

*Education*

- University or College education in relevant discipline (e.g., commerce, administration, project management).

*Experience*

- Three to five years of professional experience in administration or operations.
- Project management skills are an asset.
- Experience with accounts payable or accounts receivable is an asset.

*Expertise*

- Strong verbal and written communication skills is a professional services setting
- Required: Professional writing skills.
- Asset: Persuasive copywriting skills.
- Strong Microsoft skills
- Required: A high level of proficiency in Microsoft Outlook, Teams, Word, Excel and PowerPoint.
- Asset: Experience with Microsoft OneNote, Lists, Loop, Forms, Bookings and/or SharePoint.
- You will be asked to provide a brief overview of your skills/experience with these tools as part of submitting your application.
- Digitally literate and willing to learn new software with a growth mindset.
- Fluency in French or Spanish is an asset.

*Ideal Candidate Profile*

- Thorough, organized, and accountable. Doesn’t let things fall through the cracks.
- Task-oriented with consistent, high standards of quality and accuracy.
- Self-starter, able to work without direct supervision.
- Confidence to clarify instructions, confirm relative prioritization, and field requests from multiple parties, working collaboratively with reporting manager to make progress on agreed-upon core priorities.
- Flexibility within a framework - adaptable to changing priorities, willingness to support team members as needed to meet deadlines and face challenges.
- Sensitive to client confidentiality.
- Toronto-based preferred, or remote with Eastern time zone availability preferred.
- Legally eligible to work in Canada.

*Equity Statement*

ESG Global Advisors is a staunch advocate for diversity in all its forms, and especially welcomes applications from members of the BIPOC (Black, Indigenous, and People of Colour) community, women, people with disabilities, the LGBTTQQIAAP+ community, and those of diverse intersectional identities. To request an accommodation please email careers@esgglobaladvisors.com with "accommodation request" in the subject line.

Application Process

Please apply on our website with your resume and cover letter in PDF format. Our online application process will ask a few questions and offer the opportunity to share your Microsoft skills/experience as outlined above. Only candidates selected for the next stage will be contacted by phone or email.

No phone calls or agencies please.

Job Type: Full-time