Job Summary

We are seeking a dynamic and highly organized Executive Assistant to provide comprehensive administrative support to senior leadership. This role is essential in ensuring smooth daily operations, managing complex schedules, and facilitating effective communication across departments. The ideal candidate will demonstrate exceptional organizational skills, attention to detail, and a proactive approach to problem-solving.

This paid position offers an exciting opportunity to contribute to a fast-paced environment where efficiency and professionalism are paramount.

Responsibilities

- Manage and maintain executive calendars using Microsoft Outlook Calendar, scheduling appointments, meetings, and travel arrangements with precision.
- Handle incoming calls with professionalism, utilizing multi-line phone systems and practicing excellent phone etiquette to address inquiries or direct calls appropriately.
- Prepare, proofread, and edit correspondence, reports, and presentations to ensure clarity and accuracy.
- Organize and maintain filing systems—both digital (Google Workspace, Microsoft Office) and physical—to ensure quick retrieval of documents.
- Perform data entry tasks with accuracy using tools like QuickBooks for bookkeeping and financial record management.
- Assist with bookkeeping responsibilities such as invoicing, expense tracking, and reconciling accounts as needed.
- Coordinate front desk activities including greeting visitors, managing office supplies, and supporting overall office operations.
- Utilize DocuSign for document signing processes,



ensuring secure and efficient handling of contracts and agreements.
- Support event planning, meeting preparation, and note-taking to facilitate effective decision-making processes.
- Maintain confidentiality of sensitive information while demonstrating excellent organizational skills in a fast-paced environment.

Qualifications
- Proven experience in office administration or clerical support roles with strong organizational skills.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and Google Workspace applications.
- Experience with QuickBooks or similar bookkeeping software is preferred.
- Excellent typing speed combined with strong data entry skills for efficient document processing.
- Demonstrated customer service skills with the ability to communicate effectively via phone and email.
- Familiarity with multi-line phone systems, front desk operations, and office procedures.
- Attention to detail for proofreading documents and maintaining accurate records.
- Ability to prioritize tasks efficiently while managing multiple responsibilities simultaneously.
- Strong organizational skills complemented by the ability to adapt quickly in a busy environment.

Join us as an Executive Assistant where your proactive attitude and exceptional organizational talents will make a meaningful impact! This role offers the chance to work in a vibrant setting that values professionalism, efficiency, and a positive attitude—empowering you to thrive every day! Pay: $18.00-$25.00 per hour

Benefits

- In office parking

Work Location: In person

📌 Executive Assistant (Mississauga)
🏢 Rez Glass Industries
📍 Mississauga