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Administration & Project Coordinator Role

The Opportunity: 

Mashup Lab is a for-more-than-profit company focused on unleashing rural potential by helping entrepreneurs grow themselves, their businesses, and their communities through our signature Virtual Business Incubator (the Mashup Lab Dream Business program) and running customized virtual events and workshops.

We’ve worked with over 4500 aspiring entrepreneurs in more than 250 rural communities throughout North America who have launched more than 350 businesses in the last four years! 

We are at an exciting juncture in our growth with plans to activate even more untapped entrepreneurial talent! In 2023, we will be embarking on an initiative that will see us launch our Dream Business program in every Province & Territory across Canada!

We invite the right person to join us on the ground floor of this opportunity as we scale our programs and services across rural North America by adding professional administrative capacity to the Mashup Lab Team. 

As our Administration & Project Coordinator, you will support the core team with the administrative and project tasks associated with our work to help us build relationships, expand our business development efforts, find untapped entrepreneurial talent in rural communities and distribute the inspirational stories and the meaningful content that we want to share with the world! 

We run multiple cohorts of our program simultaneously in several different regions. Our Administration & Project Coordinator will help us receive applications into our CRM and to fill the cohorts by updating and improving the application processes on our website and Monday.com. This role will also support our marketing and communications efforts, onboarding processes and logistics throughout the Program.

The Administration & Project Coordinator will assist the COO with process improvement efforts by helping to write essential documentation such as client service agreements, updating the CRM, helping with the collection, consolidation, & distribution of data, helping to provide updates to clients and creating necessary marketing materials such as press releases for communication efforts.

Who Are We Looking For? 

We are a small but mighty team, so finding someone that wants to be a part of helping us do purposeful, impactful work – and loves having some fun while we’re doing it – is most important for us.

We appreciate the impact that ALL forms of entrepreneurship have on unleashing the potential of a rural community, so we’re looking for someone that gets just as excited to help us find someone that has been contemplating starting a business that might make an extra $5,000 to do something special for their family as to find an entrepreneur that completes our program and moves on to sell their company for $300 million…and everything in between!

Just like our program, we operate virtually. Not only are we 100% remote, but we also value flexibility and independence in designing our workday. We don’t “punch the clock” but work together to get the most important and highest priority items across the finish line. A typical work week for our team is 35-40 hours per week, sometimes a little less, sometimes a little more, depending on what needs to get done.

A degree, diploma, certificate, or training in Administration or Business is great; however, formal training or certifications isn’t required for this role. The Administration & Project Coordinator should demonstrate a creative and administrative ability to assist the Leadership, Marketing and Business Development team in scaling and growing the business by reaching more people in more communities and providing the best care for the entrepreneurs we work with – this is what would be most important in this role. 

The Administration & Project Coordinator will also assist the team to:

  • generate community engagement by digging deep into communities to find the right contacts that will help us attract the right people to our programs.
  • conduct web research, and add leads and opportunities to our CRM by putting together lists of possible business development contacts for our cold outreach efforts.
  • update our website with basic content, imagery and landing pages – our webpages are built in WordPress, so knowledge of this platform is considered an asset. 
  • maintain our project management tool by creating and updating tasks, organizing sprint planning boards and creating forms – our project management tool is Monday.com, and we use this for daily task management and to-do’s, sprint planning, team meetings, CRM management and store our applications and forms for our programs. Familiarity with Monday.com or a similar project management tool s considered an asset but not required.
  • generate invoices and monitor A/R through our online accounting platform.
  • authoring various documentation like press releases, program updates for clients, web content, applicant testimonials and blog posts.
  • create and edit program and social media graphics where required. 
  • coordinate virtual events such as workshops and fireside chats; set up calendar invites, produce content and graphics; help to coordinate logistics and community with  guest speakers and any other required administration and logistics tasks for the event.
  • develop meeting agendas and minutes, as well attending some virtual meetings and take notes, authoring key takeaways, recaps and subsequent step communications.
  • upload videos to various platforms and social channels. 
  • work collaboratively with the team to scale and grow the business. 

Experience working in administration, executive assistant, or support roles, and an understanding of entrepreneurship and the issues facing rural entrepreneurs and rural ecosystems, would allow the right person to thrive in this role.

Terms: Permanent; ability to work 100% remotely
Start Date: ASAP
Salary: Based on Experience, with the opportunity to participate in profit-sharing 

Sound like an exciting opportunity to you? Amazing!

Fill out the form below to submit a cover letter and resume, AND we’d love it even more if you shared a 3-minute(ish) video to tell us a bit about your story, your experience, and why you feel you’d be an excellent fit for this position and our Mashup Lab team! All options are available to submit in the form below.


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