Administrative Assistant

About Brand Vision

Brand Vision is an award-winning branding and digital consultancy helping organizations strengthen their market position and turn business strategy into compelling brands and digital experiences. We partner with growing businesses and established organizations across Canada and the United States, bringing together expertise in brand strategy, design, web development, and digital marketing.

Based in Toronto, our team works closely with clients to understand their business, clarify their goals, and develop solutions that serve a clear commercial purpose. We bring the same care to how we work: thoughtful preparation, clear communication, attention to detail, and a commitment to delivering work that earns our clients’ trust.

About the Role

We are looking for a proactive and organized Administrative Assistant to support our sales team and day-to-day administrative activities.

You will help coordinate meetings, participate in sales calls, assist with proposals, and keep tasks and follow-ups organized. Your work will help ensure that our team is prepared, prospective clients receive timely communication, and important details are carried through from one step to the next.

Key Responsibilities

• Coordinate sales meetings, manage scheduling, and prepare relevant documents and background information.
• Attend sales calls, take accurate notes, and document client needs, decisions, and next steps.
• Assist with preparing, formatting, and proofreading proposals, presentations, and other sales materials using input and approved information from the team.
• Follow up with prospective clients as needed, share requested information, and coordinate next meetings in consultation with the sales team.
• Maintain accurate CRM records, including contact information, meeting notes, proposal updates, and follow-up reminders.
• Organize daily tasks, track deadlines and outstanding items, and communicate priorities or scheduling conflicts.
• Maintain organized files, templates, and shared documents, and provide general administrative support to the team.

Qualifications

• Experience in administrative support, sales support, coordination, customer service, or a related role.
• Strong organizational and time management skills, with the ability to manage several priorities effectively.
• Excellent written and verbal communication skills and confidence interacting with prospective clients.
• Strong attention to detail when preparing documents, recording information, and managing schedules.
• The ability to work promptly while maintaining accuracy and professionalism.
• A proactive approach to following up, resolving routine issues, and keeping tasks moving.
• Proficiency with Google Workspace or Microsoft Office, including documents, spreadsheets, presentations, and calendars.
• Comfort learning new software and handling confidential business information with discretion.
• Availability to work full-time, in person at our Toronto office.

Preferred Experience

The following would be considered an asset:

• Experience in branding, marketing, design, or a creative agency environment.
• Familiarity with HubSpot, Salesforce, or another CRM platform.
• Experience supporting proposal preparation, client presentations, or sales coordination.

Working at Brand Vision

You will work closely with our sales and creative teams and gain practical exposure to how branding and digital projects develop from an initial conversation into a proposal. This role offers the opportunity to build your administrative and coordination skills while making a direct contribution to the team’s daily work.

Career Development

This role offers a foundation for a career in account management, sales, or business development within a branding and digital consultancy. Working closely with our team, you will gain practical experience in client communication, proposal preparation, and the process of developing new business relationships.

As your skills and understanding of our services grow, there may be opportunities to take on greater responsibility and progress into positions such as Account Manager or Sales Specialist. Career progression will reflect your performance, strengths, and professional interests, alongside the evolving needs of the business.