ADMINISTRATIVE COORDINATOR

About Breakthrough Academy

We run a ridiculously fast-growing company that helps innovative entrepreneurs in the contracting industry grow their businesses by implementing excellent operational systems into their companies. We believe in the unlimited potential of entrepreneurship and help our Members (clients) break through barriers and take their businesses to the next level.

Our proprietary training program brings systemization to a company’s operations, develops an entrepreneur’s core business skills, and holds accountability to goals along with a clear business plan.

Breakthrough Academy is now just eight years old and growing rapidly with over 700 business owners developing in the program, and an awesome team of 40 running the show. We are leaders in the contracting industry, providing high-quality business training and systems for our Members (clients). We are on track to continue the growth of our Membership through strategic initiatives and our industry-leading program.

Because of this, we are looking for an all-star team player to support our Director of Coaching & Program Development.

This is where you come in.

This Is For You If:

• You are extremely organized; you love puzzling priorities together in an efficient and productive way
• Supporting people towards achieving big initiatives and goals is what gets you up in the morning!
• You bring a positive and enthusiastic attitude to every situation – every day
• You are a driver when it comes to putting structure in a buzzing competition of priorities
• You observe thoughtfully and listen actively to ensure you can ask the right questions and provide support in the right direction
• Your note-taking mastery ensures that you never miss a beat
• You hold your team accountable to the tasks at hand and you’re not afraid to jump in to help get them to the finish line
• You pivot and adapt with shifting priorities easily
• You enjoy the balance between collaborating with a team and putting your head down for independent tasks

In This Role, You Will Be:

• Gatekeeping and coordinating all the moving parts within the Coaching Team to ensure the Director of Coaching & Program Development’s time and focus is driven towards the top priorities
• Managing the email inbox for the Director of Coaching & Program Development; screening and prioritizing responses in a timely manner
• Assisting with calendar management and scheduling; supporting the Director to optimize his time towards key company initiatives and projects
• Assisting with travel arrangements for the Director and the Coaching Team, as needed
• Proactively preparing meeting agendas, presentation decks with relevant and up-to-date information, metrics and KPIs
• Attending key team meetings, keeping minutes and following up on action items
• Managing and organizing team tasks, communication flow and deadlines for key projects
• Arranging in-person meeting logistics (eg. boardroom bookings, travel, accommodation, transportation, etc.)
• Coordinating special project meetings with key stakeholders on behalf of the Director of Coaching & Program Development
• Keeping a pulse on budgets for projects, events and team expenses; preparing monthly reports for the Director
• Using your technical savvy-ness to keep the Coaching Team organised and on track within Slack, Asana, and Zoho (CRM)

Experience Required:

• 3+ years experience of executive support requiring tremendous professionalism, confidentiality, organisation and accuracy
• Experience supporting an executive or leader who oversees a complex organisation
• Experience with calendar and inbox management
• Ability to meet tight deadlines, coordinate several projects simultaneously and manage prioritise
• Experience in a fast-paced work environment
• Proven experience working and championing programs such as Asana, G-Suite, Microsoft Suite, Slack, Zoho
• Based in Greater Vancouver or on Vancouver Island with the ability to travel to key annual company and team events
• Must be eligible to work in Canada