ion8 is a digital consulting firm that helps organizations modernize their operations through cloud software, automation, and AI-enabled tools. Our team works with platforms such as Zoho, Atlassian, and Google Workspace to design and implement systems that improve efficiency, collaboration, and operational visibility.

We are seeking a highly organized Administrative Assistant to support the operations of our team. This role provides administrative and clerical support to managers and professional staff and helps ensure the efficient coordination of information, documentation, and day-to-day activities.

Responsibilities

The Admin Assistant performs a variety of administrative duties supporting managerial and professional staff. Responsibilities include some or all of the following:

Administrative documentation

• Prepare and distribute correspondence, invoices, presentations, and related documents
  

• Work closely with team members to support the development of internal and client-facing materials
  

• Compile information to support internal reporting and admin processes, leveraging AI where appropriate
  

Information management

• Coordinate the flow of information internally and with other departments or external partners
  

• Set up and maintain digital information filing systems
  

Scheduling and coordination

• Schedule and confirm meetings and appointments for managers and team members
  

• Record and prepare minutes of meetings when required
  

• Assist in coordinating internal meetings and administrative activities
  

Office administration

• Assist in organizing internal events, meetings, or conferences
  

Communication

• Answer inquiries and relay messages
  

Travel coordination

• Arrange travel schedules and make reservations when required
  

Qualifications

• Completion of secondary school is required
  

• Completion of a one- or two-year college program in office administration, business administration, or a related field or equivalent experience
  

• Strong written and verbal communication skills
  

• Strong organizational and time-management abilities
  

• Ability to manage multiple tasks and maintain attention to detail
  

• Proficiency with productivity software such as Google Workspace or the Zoho ecosystem
  

Only candidates selected for an interview will be contacted. No phone calls, please.