Executive Assistant & Marketing Coordinator

At BottomLine, we believe that great marketing starts with getting to the root of the problem—and building strong relationships along the way. We’re looking for an Executive & Business Development Coordinator who thrives in a fast-paced environment, takes initiative without hand-holding, and is energized by both structure and spontaneity.

This full-time role is ideal for someone who loves being the strategic right hand to a fast-moving executive while also supporting key business development efforts. You’ll be helping to manage calendars, proposals, prospect research, and CRM upkeep—all while anticipating what’s needed before it’s even asked.

If you’re detail-obsessed, marketing-savvy, and always two steps ahead, you’ll thrive in this role.

What You’ll Do:

Executive Support

• Act as a high-level support to the President: manage calendars, flag conflicts, anticipate travel logistics, and coordinate meetings.
• Handle scheduling with professionalism—often with CEOs and high-level stakeholders—using both email and phone.
• Proactively identify needs—like dietary restrictions, travel timing, or scheduling gaps—and take initiative to address them, always working to make things run smoothly and ease the load.

Business Development Administration

• Draft proposals and RFP responses with minimal guidance, turning short notes into compelling content.
• Conduct prospect research using Sales Navigator, Apollo, and AI tools based on provided criteria.
• Enter and manage CRM (Pipedrive) data—accurate, consistent, and up-to-date at all times.
• Keep digital files organized and accessible for BD materials, outreach, and follow-ups.

Marketing & Process Coordination

• Collaborate with the team on admin systems related to BD and proposal development.
• Identify areas for operational improvements and recommend changes where needed.
• Provide light marketing support (e.g., formatting docs, pulling visuals or templates for proposals).
• Work within our systems, but also contribute to making them better.

What We’re Looking For:

• A Detail-Oriented Executor – You don’t miss a beat, and your work is clean, organized, and always ahead of deadline.
• A Marketing-Savvy Communicator – You understand enough about marketing to write strong proposals and RFPs with minimal input.
• A Proactive Problem Solver – You don’t need constant direction. You anticipate needs and get things done.
• A Poised Professional – You’re polished on the phone and in writing, especially when scheduling with senior execs.
• A System Thinker with Initiative – You can work within an existing framework, but you’re also not afraid to speak up when something isn’t working.

The Fine Print

• Full-Time, Permanent Role – We’re looking for someone to join our team long-term and grow with us.
• 3+ Years of Experience – In an executive assistant, business development, or marketing admin role.
• Remote Role – This is a fully virtual position open to candidates globally. While we work across time zones, strong communication and overlap with North American business hours (MT) is essential.
• Compensation – $1,100 - $1,450 CAD/month base salary

Why BottomLine?

At BottomLine, we go beyond typical marketing—we dig deep to uncover real insights and build strong relationships that drive impact. Our team is a mix of market researchers, strategists, and digital experts who help brands define their value, connect with the right audiences, and create meaningful messaging.

What you get working with us:

✔ Ongoing training & professional development – Learn our approach and level up your skills.

✔ Work-life balance – Thrive both professionally and personally.

✔ Competitive compensation – Plus additional perks and benefits.

✔ A collaborative, supportive culture – We believe great work comes from great teams.

✔ Opportunities for growth – Gain unique experiences that challenge and develop you.

✔ Flexible work environment – Remote-first with the right mix of in-person collaboration.

Work Arrangement