Digital Marketing, Executive Assistant&HR Operations …, Terrebonne

Company: Mindful Career Location: Remote, Montreal, Quebec preferred Type: Contract Hours: 25 to 35 hours per week, with a full-time level of commitment required Pay: $25 to $35/hour CAD, depending on experience Reports to: CEO Role Overview

Mindful Career is looking for a highly organized, proactive, and detail-oriented Marketing, Executive Assistant&HR Operations Coordinator to replace Belle Petenio and support the CEO across marketing coordination, administrative operations, recruitment, HR documentation, reception, email management, and team follow-up. This is a hands‑on support role for someone who is organized, tech‑savvy, professional, and able to manage multiple moving pieces across the business. The ideal candidate can help keep marketing projects moving, support client and team communication, coordinate hiring, maintain HR documents, and ensure day‑to‑day operations are running smoothly.This role is best suited for someone who is not purely administrative, but also not a senior strategic marketing hire. We need someone who can execute, organize, follow up, and support both marketing and operations. Key Responsibilities

Marketing Support

Support Mindful Career’s marketing initiatives across social media, newsletters, blogs, campaigns, partnerships, and content projects. Help organize and maintain the marketing calendar. Prepare draft captions, email content, blog outlines, newsletters, and straightforward campaign materials. Upload, schedule, and organize content across platforms as needed.Coordinate with SEO, SEM, social media, analytics, and external marketing vendors. Track marketing deliverables, deadlines, approvals, and follow‑ups. Help repurpose CEO ideas, videos, voice notes, podcast content, and internal strategy into usable marketing materials. Maintain marketing folders, templates, campaign trackers, and content libraries.Ensure marketing tasks are completed on time and aligned with Mindful Career’s brand. Executive&Administrative Support

Provide direct administrative support to the CEO. Manage weekly tracking sheets, internal task lists, reminders, and follow‑ups. Prepare agendas and action items for meetings. Organize internal documents, templates, folders, and workflows. Help keep projects, deadlines, and internal priorities organized.Flag bottlenecks, missing information, or outstanding items. Email&Reception Support

Manage incoming general emails using approved templates. Triage inquiries and determine whether they should be answered directly, sent to Stephen, or routed to the correct team member. Monitor general inboxes and ensure timely, professional responses. Answer or support call‑ins through the main line.Guide prospective clients toward booking an intro call using the approved booking link. Ensure all email and phone communication is warm, professional, and aligned with Mindful Career’s brand. Recruitment Support

Support the recruitment pipeline from role approval to interviews and final hiring decisions. Post roles, screen resumes, organize candidate information, and coordinate interviews. Assist with interview scheduling, candidate communication, and follow‑up. Support reference checks, offer coordination, and hiring documentation.Maintain recruitment tracking sheets and ensure candidates move through the process efficiently. Help with sourcing and screening for specific roles when needed. HR&People Operations

Support onboarding for new staff and contractors. Ensure onboarding checklists, contracts, email setup, systems access, and training materials are organized. Monitor onboarding progress and flag gaps or delays. Support offboarding, including exit documentation, communication, systems removal, and compliance steps.Maintain personnel files, contracts, HR documents, and team records. Ensure HR documentation standards are consistent and up to date. Team&Operations Coordination

Help track team deliverables, follow‑ups, and internal deadlines. Support communication between marketing, admin, sales, HR, and operations. Keep internal trackers updated. Help ensure internal processes are followed consistently across the team. Ideal Candidate

Highly organized and detail‑oriented. Strong at follow‑up and keeping tasks moving. Comfortable supporting marketing execution, not just admin. Able to write basic professional emails, captions, and internal documents. Comfortable with social media, newsletters, Google Drive, spreadsheets, HubSpot, and project trackers.Professional and warm in client‑facing communication. Able to use templates while still applying judgment. Comfortable handling confidential HR and personnel information. Proactive enough to notice gaps and suggest improvements. Flexible and willing to support multiple parts of the business.Required Experience

Experience in administrative support, executive assistance, marketing coordination, HR coordination, recruitment coordination, or operations support. Strong writing and communication skills. Experience with email management, scheduling, trackers, and document organization. Comfort with social media platforms, newsletters, Google Drive, spreadsheets, and basic marketing tools.Experience with HubSpot or similar CRM is an asset. Experience in recruitment, HR documentation, onboarding, or team coordination is an asset. Experience in professional services, healthcare, psychology, education, HR, recruitment, or coaching is an asset.

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