Join the team

Neolé is the only meeting design, event production, and facilitation company that customizes virtual , hybrid and onsite solutions, so that forward-thinking leaders get outstanding results from meetings, whether for eight or 800 people. We are a small team of professional planners, virtual event producers, project managers and strategic facilitators and we work with each unique client to design and manage seamless virtual events by combining creative thinking techniques and processes with innovative technology.

We are a Canadian company, and have had the pleasure of working with clients all over the world to plan and produce engaging virtual, hybrid and in-person events and meetings. Long before the pandemic, we’ve been helping clients take in-person meetings online.

Neolé Inc is where true growth begins.

We are on a mission to maximize the wellbeing of remote and hybrid teams globally so that each individual can contribute the best version of themselves at work and in their communities.

    • We give people the tools and skills to be creative thinkers, problem solvers, and innovative team players.
    • Our top meeting designers, producers and facilitators handle virtual, hybrid, and in-person events that engage anywhere from 2-2000 people.
    • We specialize in hosting retreats for teams who understand that performance, retention, and productivity in the hybrid workplace depends on social connection and wellbeing.

Our own team members have described our company culture as follows:

Strong Work Ethics
We have strong work ethics, and are always striving to improve the services we provide. We are always ready to hit the ground running, can be independent, but we also are cooperative and have strong respect for values/concepts like: accessibility, feminism, social justice, compassion, empathy, equality.
Looking to the Future
We never settle...there are always opportunities for improvement, to do something better. We are experimenters and risk-takers. We seek out what comes next - new technology and new opportunities.
Support
We are supportive of each other and very close-knit despite being remote. We give credit where credit is due and celebrate individual and team achievements, related to work and personal. We deeply care about everyone's well-being within the team. We champion each other.
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Positions

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Digital Marketing & Virtual Office Coordinator (Fully remote position)

Description

We are looking for a Digital Marketing & Virtual Office Coordinator to help support our growing company to continue to manage and produce projects for our clients, and to help us launch and develop into our new area of focus: remote team wellness. This is a dual role fully remote position, with a focus on digital copywriting, supporting social media content and management, as well as virtual administrative and technical duties and business operations.

We are a small non-hierarchical team, and all of us support one another in a variety of functions, as needed. We are focused on service excellence, and are looking for a self-starting, highly organized and detail-oriented person, with marketing and communications experience and skills and a desire to grow with our company. The ideal candidate has both digital marketing and administration experience, is friendly and professional in their communication, has exceptional organizational skills and client/stakeholder relationship management experience. We are looking for someone who loves the satisfaction of writing and creating compelling content, getting through a long to-do list, and who works well (and calmly) under pressure. Our ideal candidate brings creativity, positivity and professionalism in all that they do, is a team player, is eager to learn, and is comfortable with new technology, change and ambiguity.

Areas of Responsibility

Digital Marketing (60%)

    • Generate original, compelling and well-written content that is SEO friendly and optimized for conversion (including webcopy, landing pages, social media posts, advertising and other digital products that support business objectives and the client journey).
    • Implement and maintain campaign strategies across multiple platforms (e.g., LinkedIn, Facebook, Instagram, Google Ads, Youtube, etc.) that raise awareness, build community and grow momentum around our business and products
    • Work closely with the Designed & Multimedia Specialist and the Leadership Team to develop well-integrated marketing campaigns and materials
    • Draft case studies, briefs and other marketing materials, with the support and supervision of the Leadership Team
    • Manage social media accounts posts and respond to followers and comments in a cohesive way and aligned with our brand and values
    • Brainstorm new digital strategies and creative concepts and approaches that position our company as a leader
    • Help to define key messages and brand voice for external communications
    • Monitor and analyze digital analytics and suggest course improvements to broaden reach and engagement
    • Proactively identify opportunities to improve marketing and communications materials to support our business to grow and thrive

Virtual Office Coordinator (40%)

    • Provide administrative support to the whole team
    • Schedule and manage meetings, internally and externally
    • Basic bookkeeping and invoicing in Quickbooks
    • Oversee and manage admin accounts
    • Organize files and maintain excellent record-keeping
    • Basic I.T support and ability to test and troubleshoot issues as they arise and identify solutions
    • Set up project management workflow and technical platforms (e.g., Monday.com, Zoom)
    • Identify & implement process improvements (i.e. note taking, best practices in meetings, workflows, new tools, etc)
    • Research & provide advice on different tools and services
    • Maintain professional relationships with clients and following up to support them with any administrative or financial issues (e.g., late invoices)
    • Gather information from clients and others to support event production (slides, speaker notes, speaker information, etc)
    • Support proposal development and contracting with clients, as well as completing applications for awards, grants and funding opportunities
    • Support the training & management of students and placement students
    • Provide occasional back-end live support and technical set up for client events (i.e assigning breakout rooms, setting up links, etc)
    • Other administrative duties as necessary
    • Willing to take initiative and jump in to support the team when needed.

Qualifications

    • Degree or diploma in marketing, communications, public relations or an equivalent amount of experience
    • Excellent demonstrated organizational skills, attention to detail and dedication to continuous improvement
    • Copywriting and online marketing experience, and a love of this work and desire to grow
    • Experience with SEO copywriting best practices
    • Strong professional-level written and verbal communication skills in English
    • Experience and comfort with technology and a desire to learn
    • Enthusiasm and interest in working in a start-up environment
    • Experience working on a remote team and a desire to continue to work remotely
    • An understanding of financial and project management and wider management principles, tools and techniques
    • Strong intercultural communication and interpersonal skills and a commitment to equity, diversity and inclusion
    • Ability to work with a fast-paced team, be flexible, work independently, and be a creative problem solver
    • Experience working with some of our tools would be an asset (e.g., Quickbooks, Active Campaign, Monday.com, Google suite, Zoom, Stormz, Howspace, Calendly)
    • Experience in the facilitation/events/meeting industry would be an asset
    • Fluency in French and/or an Indigenous language in Canada would be an asset

What we offer

We are flexible, and keen to have the right candidate for this role. This fully remote Digital Marketing & Virtual Office Coordinator position is open to anyone globally who meets the qualifications and is able to align their work schedule (generally 10-3pm) to the Eastern Standard Time Zone.

      • For those based in Canada, this is a permanent and full time fully remote position with a salary range of 37-44K CDN annually, depending on professional experience and work schedule arrangement (30-35 hrs/week). We offer a flexible schedule, comprehensive benefits and a generous leave package that includes 4 weeks of paid vacation (plus one partial week over the winter holidays).
      • For those based outside of Canada, this is a full time contract position with a salary range of 28-34K USD annually, depending on professional experience and work schedule arrangement (30-35 hrs/week). We offer a flexible schedule and a generous leave package that includes 4 weeks of paid vacation (plus one partial week over the winter holidays).

We have a wonderful small feminist team and while we are growing, we function, change and innovate like a start-up. We have a people-first work culture and we value providing growth opportunities for team members to try new things, learn and develop their skills.

Our own team members have described our company culture as follows:

    • Warm, friendly and conducive to growth.
    • Everyone works together and has each other’s backs and wants to see the team succeed as a whole.
    • Our company culture not only supports risk-taking and experimentation but it encourages it. There is a lot of trust and autonomy. We also expect that other team members are reliable, trustworthy and resourceful. We deeply care about everyone’s well-being within the team. We have strong work ethics, and are always striving to improve the services we provide. I’d say that someone is a good fit if they are ready to hit the ground running, are independent, but also cooperative and that they have a strong respect for values/concepts like: accessibility, feminism, social justice, compasion, empathy, equality.
    • We’re successful when our clients are successful. We want every client event to exceed expectations.
    • We are resourceful. We help clients find solutions they didn’t know were possible
    • We are experimenters and risk-takers.
    • We don’t wait to have all the answers before we jump in.
    • We’re passionate about what we do.
    • We are supportive of each other and very close-knit despite being remote.
    • We respect each other’s needs and boundaries.
    • We’re supportive of each person’s well-being.
    • We give credit where credit is due and celebrate individual and team achievements, related to work and personal. We champion each other.
    • We have a high degree of trust and expect honesty in return.
    • We operate (and sometimes thrive!) in a fast-paced environment.
    • No two days are the same.

How to Apply

We encourage all qualified applications, especially from women, persons with disabilities, BIPOC (Black, Indigenous and People of Colour) candidates, and people of all sexual orientations and gender identities.

Applications are due by May 23rd, 2022. Applications will be considered on a rolling basis, and if you are interested, we encourage you to apply as soon as possible!

Our hiring process will include a three-stage process. Should you require any accommodations at any stage of this recruitment process, please let us know!

Stage 1: Submit an updated CV along with a “Future Gratitude Letter”

A Future Gratitude Letter, is a letter written in first person from the point of view of your future self: Imagine that you have been in this position for a full year and you are writing a letter of gratitude dedicated to the whole Neolé team, its partners, clients, as well as the people who support you at a personal level. In this letter you are encouraged to list the things you appreciate most about your role, the team, and the impact that this position has had on your own life and career aspirations.

Please send your CV and “Future Gratitude Letter” (no more than 1.5 pages) to the Managing Director at sophia@neole.ca with the subject line “Application: Digital Marketing & Virtual Office Coordinator.”

Stage 2: Two-way Interview

Only those invited to interview will be contacted. During the virtual interview, we will ask questions to get to know you better, to understand how you problem-solve, and to learn about your past experience and interests. We encourage those invited to interview to plan and ask questions in order to inform their own decision as to whether this position is a good fit.

Stage 3: Short Assignment

Selected candidates who proceed to this stage of the recruitment process will be asked to submit a short assignment. This will be shared in an email and candidates will have two days to complete the assignment on their own. We will review and score these, along with the two-way interviews, and invite shortlisted candidates to the final stage of the selection process, including reference checks.

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© Neolé 2022

Don’t miss the opportunity to get new resources, tips, and invitations to our free events focused on maximizing wellness, creativity and engagement in hybrid and remote workplaces.

Sign up for our newsletter!

Keeping people connected

© Neolé 2022