Administrative Assistant

AA Impact Inc · India

AA Impact Inc. is a Canadian ESG advisory and sustainability consultancy. We are looking for an Administrative Assistant to support the Director and keep the day-to-day administration of the firm running smoothly, across calendar and meeting management, hiring, invoicing, research, and team records.

You will be the person who keeps information organised, deadlines met, and follow-ups closed out. This is a hands-on role with real ownership. It suits someone who is organised, writes well, and prefers to be trusted with a process rather than handed tasks one at a time. This is a 12-month contract with the opportunity to convert to a full-time role based on performance.

NOTE: Candidates with only 1-3 years of experience only Apply and preference will be given to candidates with experience in Hiring, Notion, Administrative tasks. 

What you'll do

• Support to the Director - Manage the Director's calendar, prioritise competing commitments, and schedule internal and external meetings across time zones
• Draft correspondence, briefing notes, and agendas, and track action items through to completion Hiring and onboarding
• Help the team with drafting posts for linkedin and other tasks as given by the management
• Run the administrative side of hiring: Linkedin job postings, CV screening, interview scheduling, and candidate correspondence
• Prepare employment and HR documentation, and coordinate onboarding and offboarding Invoice and payment administration
• Collect monthly invoices from team members and consultants, check them against agreed terms and submitted work, and follow up on anything missing or incorrect
• Prepare, issue, and track client invoices; log vendor invoices and expense claims and coordinate approvals
• Support the monthly payment cycle: collate inputs, assist with reconciliation, and flag discrepancies Team data and records management
• Maintain employee data, leave and attendance information, and contract documentation
• Keep SharePoint libraries and Notion workspaces organised, current, and consistently structured Maintain trackers, spreadsheets, and reporting templates used across the team Research and general administration
• Carry out desk research on vendors, tools, policies, and market practice, and present clear options with a recommendation
• Prepare research summaries, reference material, and briefing documents for internal and client use
• Keep internal policy and process documentation up to date, and provide ad hoc support as priorities shift

What we're looking for

• 1–3 years of experience in administrative, executive assistant, HR, or operations roles
• Comfortable carrying out desk research and summarising findings clearly and concisely
• Confident with Microsoft 365, particularly Outlook, SharePoint, and Excel; experience with Notion is a plus.
• Highly organised, with genuine attention to detail on deadlines, records, and version control
• Discreet and reliable with confidential information, and able to work independently in a remote setting

Desirable: experience supporting senior leadership, exposure to invoicing or payroll processes, Hiring and an interest in sustainability, ESG, or professional services.

What we offer

A 12-month contract with the opportunity to convert to a full-time role based on performance, a direct working relationship with the Director, and real ownership of your work in a growing consultancy. AA Impact Inc. is a Canadian ESG advisory and sustainability consultancy. We are looking for an Administrative Assistant to support the Director and keep the day-to-day administration of the firm running smoothly, across calendar and meeting management, hiring, invoicing, research, and team records.

You will be the person who keeps information organised, deadlines met, and follow-ups closed out. This is a hands-on role with real ownership. It suits someone who is organised, writes well, and prefers to be trusted with a process rather than handed tasks one at a time. This is a 12-month contract with the opportunity to convert to a full-time role based on performance.

NOTE: Candidates with only 1-3 years of experience only Apply and preference will be given to candidates with experience in Hiring, Notion, Administrative tasks. 

What you'll do

• Support to the Director - Manage the Director's calendar, prioritise competing commitments, and schedule internal and external meetings across time zones
• Draft correspondence, briefing notes, and agendas, and track action items through to completion Hiring and onboarding
• Help the team with drafting posts for linkedin and other tasks as given by the management
• Run the administrative side of hiring: Linkedin job postings, CV screening, interview scheduling, and candidate correspondence
• Prepare employment and HR documentation, and coordinate onboarding and offboarding Invoice and payment administration
• Collect monthly invoices from team members and consultants, check them against agreed terms and submitted work, and follow up on anything missing or incorrect
• Prepare, issue, and track client invoices; log vendor invoices and expense claims and coordinate approvals
• Support the monthly payment cycle: collate inputs, assist with reconciliation, and flag discrepancies Team data and records management
• Maintain employee data, leave and attendance information, and contract documentation
• Keep SharePoint libraries and Notion workspaces organised, current, and consistently structured Maintain trackers, spreadsheets, and reporting templates used across the team Research and general administration
• Carry out desk research on vendors, tools, policies, and market practice, and present clear options with a recommendation
• Prepare research summaries, reference material, and briefing documents for internal and client use
• Keep internal policy and process documentation up to date, and provide ad hoc support as priorities shift

What we're looking for

• 1–3 years of experience in administrative, executive assistant, HR, or operations roles
• Comfortable carrying out desk research and summarising findings clearly and concisely
• Confident with Microsoft 365, particularly Outlook, SharePoint, and Excel; experience with Notion is a plus.
• Highly organised, with genuine attention to detail on deadlines, records, and version control
• Discreet and reliable with confidential information, and able to work independently in a remote setting

Desirable: experience supporting senior leadership, exposure to invoicing or payroll processes, Hiring and an interest in sustainability, ESG, or professional services.

What we offer

A 12-month contract with the opportunity to convert to a full-time role based on performance, a direct working relationship with the Director, and real ownership of your work in a growing consultancy.