Executive Assistant

Role Description: This is a full-time Executive Assistant role at PONY Communications. The Executive Assistant will manage calendars, schedule meetings, and coordinate for the CEO/owner. This is a hands-on role.

The ideal candidate is someone who enjoys a job with a variety of tasks and responsibilities, and is willing to learn and adapt as required. This job requires someone who is organised, has strong time-management skills, and is technologically savvy. This candidate must be able to manage personal and professional tasks seamlessly.

Applicants must reside in Canada. We are not accepting candidates outside of Canada at this time due to the demands and nature of the work.

Key Responsibilities

Executive & Administrative Support

- Manage and prioritize executive inboxes, calendars, appointments, and communications
- Respond to emails and coordinate follow-ups with internal teams, clients, and external partners
- Schedule meetings, calls, travel, accommodations, and business-related events
- Coordinate with accountants, bankers, lawyers, insurance providers, and other professional contacts
- Track important deadlines, renewals, registrations, and recurring administrative tasks
- Organize digital files, documentation, receipts, statements, and business records

Financial & Accounting Coordination

- Support bookkeeping and accounting workflows across personal and corporate accounts
- Track invoices, payments, overdue accounts, and contractor payments
- Maintain and upload financial documentation, receipts, bank statements, and expense reports
- Coordinate with accounting teams for tax preparation and year-end documentation
- Assist with payroll transfers, bill payments, reimbursements, and financial tracking
- Monitor subscriptions, utilities,



insurance policies, mortgage renewals, and other recurring expenses

Operations & Business Coordination

- Assist with business operations, team events, employee gifts, and client gifting initiatives
- Track networking opportunities, registrations, and business-related deadlines
- Coordinate logistics for travel, meetings, and company events
- Maintain organized systems for records, expenses, and operational processes

Household & Personal Management

- Manage household scheduling, appointments, and family logistics
- Arrange medical appointments, insurance submissions, and wellness-related tasks
- Track important family dates, renewals, and registrations
- Assist with birthday gifts, holiday planning, and personal event coordination
- Provide day-to-day support to help maintain efficient operations

Organizational & Communication Skills

- Maintain strict confidentiality and professionalism across personal and business matters
- Proactively identify priorities, follow up on outstanding items, and anticipate needs
- Strong multitasking, organization, communication, and problem-solving abilities
- Ability to manage competing priorities in a fast-paced environment

Qualifications and Skills

- High School Diploma required; a Diploma in Business Administration is an asset
- 2+ years of relevant experience in an executive assistant role
- Strong familiarity with Google Workspace and Mac systems
- English fluency (spoken and prose)

Job Requirements

- Canadian Citizen or legally permitted to work Full time in Canada (no student visas please).
- Reside in Canada
- Capacity to work Monday- Friday 8-4:30 PST

Salary and Benefits

- Health and Wellness Benefit plan allowance (after 90-day probationary period)
- RRSP Contributions (After 1 year of employment)

📌 Executive Assistant (Canada)
🏢 PONY Communications
📍 Canada