Administrative Assistant

The Administrative Assistant supports Mark VII's Canadian operations and provides administrative support to the leadership team in the United States. The role serves as a primary point of contact for Canadian customers and dealers, handling order, service, and billing inquiries through to resolution, and supports the leadership team with calendars, travel, meeting coordination, and document preparation. The position requires discretion and sound judgment, as it has regular access to confidential business, customer, financial, and personnel information.

• Canadian customer service:
  • Coordinate with the service, parts, and sales teams to resolve customer issues that cross departments.
  • Escalate unresolved or high-priority customer issues and track them through to closure.
  • Maintain accurate customer account records, contact information, and service history.
• Leadership team support:
  • Manage calendars for members of the leadership team, including scheduling, prioritizing, and resolving conflicts across competing commitments.
  • Coordinate travel arrangements, including flights, lodging, ground transportation, and detailed itineraries.
  • Prepare and submit expense reports for members of the leadership team.
  • Schedule and coordinate leadership team meetings, including agendas, materials, and logistics.
  • Attend meetings as requested, record minutes, and track action items through to completion.
  • Assemble and distribute board and executive meeting materials in advance of scheduled meetings.
  • Support the leadership team on company-wide communications and employee events.
  • Maintain shared calendars for leadership travel, holidays, and key company deadlines.
  • Screen and route incoming calls, mail, and requests, handling routine matters independently.
• Documents and office support:
  • Draft, proofread, and format correspondence, reports, and customer-facing documents.
  • Build and format PowerPoint presentations for executive, board, and company-wide meetings, including charts, data visuals, and company branding.
  • Maintain organized physical and electronic filing systems for executive, customer, and operational records.
  • Greet and direct visitors and coordinate hospitality for customers, dealers, and vendors on site.
  • Order and manage office supplies and coordinate with vendors and building services.
  • Maintain confidentiality of executive, customer, financial, and personnel information at all times.
• Other duties as assigned

Education and/or Experience

• High school diploma or equivalent required; associate's or bachelor's degree preferred.
• 5+ years of administrative experience, including direct support to executives or a leadership team.
• Experience handling customer inquiries by phone and email in a business-to-business setting.
• Experience coordinating travel, expense reporting, and meeting logistics.
• Experience with order entry, service scheduling, or account coordination preferred.

Functional/Technical Knowledge, Skills & Abilities:

• Communication/Language Skills
  • Excellent communication skills (written and verbal) are a must.
  • Ability to handle customer calls and emails professionally, including from customers whose equipment is down.
  • Strong writing and proofreading skills, including accurate spelling and grammar.
  • Professional presence when interacting with customers, dealers, vendors, and employees at all levels.
  • Ability to read and comprehend documents and follow instructions.
• Technical Competencies
  • Proficient in MS Office products (Excel, Word, MS Outlook, MS PowerPoint, SharePoint, OneDrive).
  • Experience with an ERP or CRM system for order entry, customer records, and service tracking, such as SAP or Salesforce.
  • Advanced PowerPoint skills, including building decks from raw content and applying company brand standards.
  • Proficient with AI tools for drafting, summarizing, and research support, with sound judgment about verifying output before it is used.
  • Ability to manage complex Outlook calendars and coordinate scheduling across multiple parties.
  • Comfort learning and working within new business systems and tools.
• Work Habits
  • Extreme attention to detail and accuracy.
  • Discretion and sound judgment in handling confidential business, customer, financial, and personnel information.
  • Ability to prioritize competing requests from executives and customers and meet deadlines with minimal supervision.
  • Ability to coordinate across time zones and work effectively with colleagues and customers in another country.
  • Ability to work independently with minimal supervision and to work in a team environment. Must be flexible to work days, nights, or weekends if necessary.
  • Must adhere to all safety rules, policies and regulations in relationship to OSHA and Mark VII Equipment standards.

Physical Requirements:

• Ability to lift and/or move up to 20 lbs.
• Ability to stand, walk, bend, kneel, stoop, crouch and use hands to grip regularly.
• Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.
• Prolonged periods of sitting at a computer.
• Maintain a professional appearance and grooming standards as outlined.

Note: This job description is not intended to be an exhaustive list of all duties, responsibilities or qualifications associated with the job.