- Support the Senior Executive Assistant with day-to-day administration of the principals’ personal, property, and business matters
- Assist with operations of a growing luxury jewelry brand
- Maintain calendar knowledge to schedule and sequence tasks correctly
- Research, book, and coordinate flights, hotels, ground transportation, and restaurant reservations
- Prepare itineraries and travel documents and confirm bookings
- Handle time-sensitive errands, deliveries, courier drop-offs, pick-ups, and appointment bookings
- Support logistics across multiple personal properties
- Collect, sort, scan, file, and route incoming mail
- Manage document filing and databases of documents, contracts, agreements, and checklists
- Order office supplies
- Draft professional emails and correspondence
- Prepare documents, forms, and applications and track renewals and deadlines
- Retrieve information and compile documents from records and email
- Research and summarize vendors, services, and pricing into recommendations
- Maintain task lists and provide concise status updates
- Prepare shipping and customs documentation, including commercial invoices, packing lists, export declarations, and insurance certificates
- Create FedEx and courier labels and verify shipment details
- Track domestic and international shipments and elevate delays, customs holds, and clearance issues
- Correspond with carriers, brokers, and vendors
- Maintain digital records of shipping documents, tracking numbers, duties, and freight costs
- Enter and categorize transactions in QuickBooks Online




- Organize receipts and invoices and follow up on missing items
- Track expenses, payments, and credit card statements in Excel
- Update inventory, expense, shipment, and sales spreadsheets
- Prepare sales invoices and assist with e-commerce inventory tracking

Requirements

- One to four years of professional experience as an Executive Assistant, Personal Assistant, Administrative Assistant, Office Coordinator, Office Manager, Operations Coordinator, or in a similar role
- Post-secondary education, or equivalent practical experience
- Strong Excel spreadsheet skills required
- Technically savvy with computers, phones, tablets, and related technology
- Experience with QuickBooks Online, Shopify or Klaviyo is an asset
- Exposure to shipping, freight, or import and export documentation is an asset
- Exceptional attention to detail
- Highly organized and able to work within established systems and complete tasks on time
- Highly resourceful and comfortable researching new topics
- Strong written and verbal communication skills
- Self-motivated and able to work independently
- Versatile, highly responsive, and able to work beyond standard business hours if needed




- Ability to handle competing priorities and work under pressure with good judgment
- Commitment to privacy, confidentiality, integrity, and discretion
- Valid Ontario driver’s license and access to a reliable vehicle for occasional errands
- Resume accompanied by a short note describing a time a mistake was caught before becoming a problem

Core Competencies

Demonstrates strong organizational and administrative capabilities, with expertise in managing schedules, logistics, and documentation for personal and business matters. Proficient in Excel and QuickBooks Online, with a commitment to detail and confidentiality.

Highest-signal resume keywords

- Strong Excel Spreadsheet Skills
- Experience With QuickBooks Online
- Attention To Detail
- Strong Written And Verbal Communication Skills
- Ability To Handle Competing Priorities

ATS Optimization Keywords

Hard Skills

- Document Management
- Travel Coordination
- Expense Tracking
- Shipping Documentation
- Inventory Management
- Data Entry
- Task Management
- Email Drafting
- Research Skills
- Calendar Management

Soft Skills

- Highly Organized
- Self-Motivated
- Resourceful
- Flexible
- Good Judgment

Certifications & Qualifications

- Valid Ontario Driver’s License

Industry Keywords

- Luxury Jewelry Brand
- Shipping
- Freight
- Import Documentation
- Export Documentation

Tools & Technologies

- QuickBooks Online
- Excel
- Shopify
- Klaviyo

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📌 Junior Executive Assistant (Toronto)
🏢 Jobtailor
📍 Toronto