Overview

We are seeking a highly organized and proactive Executive Assistant to support our Managing Director in a fast-paced, dynamic environment. This vital role offers an exciting opportunity to streamline executive operations, manage complex schedules, and facilitate effective communication across teams. The ideal candidate will demonstrate exceptional organizational skills, attention to detail, and a positive attitude, ensuring the smooth functioning of daily activities and strategic initiatives. This paid position provides a chance to develop your administrative expertise while contributing to the leadership team’s success.

Responsibilities

- Manage the Managing Director’s calendar using Microsoft Outlook Calendar, scheduling meetings, appointments, and travel arrangements efficiently.
- Handle incoming calls with professional phone etiquette, directing inquiries appropriately and taking detailed messages when necessary.
- Prepare, proofread, and edit correspondence, reports, and presentations to ensure clarity and accuracy.
- Organize and maintain filing systems both digitally (Google Workspace) and physically for quick retrieval of documents.
- Assist with bookkeeping tasks using QuickBooks, including invoicing, expense tracking, and basic financial record keeping.
- Coordinate front desk operations, greeting visitors and managing multi-line phone systems with professionalism.
- Support data entry projects, document management, and clerical tasks such as photocopying, scanning, and mailing.
- Utilize Office experience to create spreadsheets, reports,



and presentations that support executive decision-making.
- Manage confidential information with discretion while ensuring all administrative processes run smoothly.
- Facilitate the use of DocuSign for electronic signatures on contracts and agreements as needed.
- Perform proofreading to ensure all communications are error-free before distribution.
- Assist with special projects or events by organizing logistics and preparing necessary materials.

Experience

- Proven clerical or administrative experience in an office environment; prior experience supporting senior executives is preferred.
- Solid proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and Google Workspace tools.
- Familiarity with QuickBooks for basic bookkeeping tasks is highly desirable.
- Excellent organizational skills with the ability to multitask effectively in a fast-paced setting.
- Demonstrated customer service skills with a professional demeanor in person and over the phone.
- Skilled in managing multi-line phone systems and maintaining professional phone etiquette.
- Ability to type quickly with high accuracy; experience in data entry is advantageous.
- Knowledge of office procedures including filing systems, document proofreading, and front desk operations.

Join us as an Executive Assistant to our Managing Director — where your organizational talents will empower leadership success while you grow your career in a vibrant professional environment!

Pay: $48,860.61-$56,000.00 per year

Benefits:

- Casual dress
- Flexible schedule
- On-site parking
- Paid time off

Work Location: In person

📌 Executive Assistant to Managing Director (Canada)
🏢 Sapere
📍 Canada