Job Summary
- Start date: as soon as possible. Applications will be considered on a rolling basis until the position is filled.
- Hybrid work: Tuesdays and Thursdays our team works in-office.
- Working hours: 9am-5:30pm EST
- Paid vacation: 20 days of paid time off, including 15 vacation days and 5 days of office closure, (typically over Christmas and New Year’s).
- Health benefits: Extended health, dental and vision benefits that kick in after three months of employment. We offer both single and family plans with a 50/50 cost-sharing model.
- Technology: Take home laptop or computer in the office.
About Sandbox
Our amazing team is expanding!
At Sandbox we are a multidisciplinary team at the intersection of media, technology and learning. We work hard and venture into new territory to deliver beautiful, out-of-the-box digital media and learning products, leveraging research to understand behaviours and promote impact. We strive to make a difference for clients who work to improve lives on a global scale, from UNICEF to the World Health Organization, from TEDx to the Canadian Institute for Advanced Research.
What’s in it for you?
At Sandbox you’ll get to:
- Join a small and mighty team of filmmakers, designers, technologists, educators, researchers, and operational maestros who share knowledge and grow together.
- Work in a dynamic agency environment with a lot of autonomy.
- Stretch your skills and have opportunities for a range of career pathways, whether you love media, technology, and learning projects or envision growing within operations to help us run these dynamic services.
- Use your skills to make a difference, whether you’re interested in improving education, health, the economy, our communities or the environment
- Enjoy a flexible work environment with a hybrid office, 20 days of paid time off, including 15 vacation days and 5 days of office closure, (typically over Christmas and New Year’s), and attractive salary progression and professional development opportunities.
The Role
We are looking for a proactive and detail-oriented Administrative Coordinator to support our management team and contribute to key operational processes spanning coordination of team schedules and media production, to information management and licensing tracking. This multifaceted role combines administrative excellence with strong writing and communication skills and a strategic mindset to support both the day-to-day operations and our long-term goals.
Key Responsibilities May Include but are Not Limited to:
Administrative Coordination (60%)
- Manage schedules, coordinate meetings, and support communication between internal teams and external partners.
- Draft and proofread contracts/deal memos, meeting notes, and other key documents.
- Identify needs for supplies for both the digital and physical office, manage supply orders and optimize purchasing for the company.
- Collect, track, and organize information and material pertaining to new projects (contracts, project briefs) and communicate it to the Strategic Operations Manager.
- Assist HR & Procurement Manager with procurement-related communication.
- Assist HR & Procurement Manager with client invoicing and contractor payments.
- Assist Executive Team with planning and executing team-wide events.
- Track login credentials and team access to company-wide platforms.
- Assist HR & Procurement Manager with tasks related to onboarding and offboarding of employees.
- Assist Executive Support team with coordinating, and tracking vacation requests.
Production Coordination (15%)
- Liaise with freelance collaborators to ensure information is provided accurately and in a timely manner.
- Manage expense process, including producing expense reports and filing invoices.
- Create travel budget estimates & coordinate travel arrangements.
- Support in the coordination of various production personnel including film crews, talent, various rental vendors and location contacts.
- Request and collect both talent and location release forms as needed.
Information Management and Data Protection (15%)
- Maintain team folders and documentation, ensuring it's organized and updated, conducting regular audits of various storage solutions, naming conventions and file management strategies.
- Liaise with the technology team to ensure appropriate systems are in place to maintain and strengthen the protection of all data and information.
Licensing Tracking (10%)
- Identify tools to centralize all licensing tracking in the company and help in improving current tracking processes
- Ensure all staff are aware of requirements and projects are compliant, providing support and training as needed.
Proposal Coordination & Writing (Potential Growth Area)
If time allows and the above priorities are well-managed, there may be opportunities to support proposal development. This aspect of the role is not a guaranteed responsibility but could represent a growth area based on capacity and interest. These responsibilities could include:
- Creating and managing schedules for proposal development for securing projects and funding opportunities.
- Writing and editing high-quality proposals, pitches, and presentations aligned with Sandbox's mission and client needs.
- Conducting targeted research to inform proposal strategies and ensure compliance with submission guidelines.
- Collaborating with internal teams to maintain consistency and clarity in written materials.
What You Bring to the Table
Experience:
- 1 to 5 years of experience in administrative coordination, writing, and/or research.
Skills:
- Excellent attention to detail.
- Excellent organizational and time management skills.
- Strong written and verbal communication skills, with the ability to tailor content to diverse audiences.
- Proficiency in using digital tools for scheduling, project management, and document management.
- A self-starter mindset with the ability to work independently and collaboratively.
- Familiarity with generative AI tools for research and writing.
Qualifications:
- University degree, college diploma, or certification, ideally in a field emphasizing communication, writing, and/or research.
Nice to Have:
- Proposal or creative writing and research experience.
- Multilingual capabilities (especially French and Spanish).
- Skills in data visualization and presentation design.
- Familiarity with creative media and technology workflows.
- Experience in an executive assistant, administrative support, or coordination role.
Hiring Process
We thank all candidates for their interest. Only applications submitted through Indeed will be considered. Candidates selected for further steps will be contacted.
Steps:
- Submit your CV, cover letter, and answers to screening questions on Indeed.
- Complete an online skills assessment.
- Participate in two interviews and a pre-assignment.
- Receive a conditional offer (pending references).
Job Type: Full-time
Pay: $45,000.00-$55,000.00 per year
Benefits:
- Casual dress
- Dental care
- Extended health care
- Paid time off
- Vision care
- Work from home
Schedule:
Application question(s):
- Have you submitted your resume and a cover letter?
- Please provide links to a maximum of 3 work samples demonstrating your administrative support, coordination and writing skills. Ideal samples include: meeting summary/action plan, an internal document communicating processes or workflows to teams or clients, a spreadsheet organizing information, or a grant or project proposal.
- What educational credentials relevant to the role do you have?
- How many years of experience relevant to the role do you have?
Work Location: Hybrid remote in Toronto, ON M6J 2R9
