FRONT DESK & EXECUTIVE ADMINISTRATIVE ASSISTANT

Company: Inner-Cool Systems Inc.

Location: Brampton, ON

Job Type: Full-Time, Permanent

Department: Administration

Reports To: CEO / General Management

Wage: $20~$25 (depending on experience)

Position Summary

Inner-Cool Systems Inc. is looking for a professional, organized, and reliable Front Desk & Executive Administrative Assistant to manage front desk operations while providing direct administrative support to the CEO and management team.

This position is the first point of contact for customers, suppliers, employees, visitors, and other business contacts.

The successful candidate will be responsible for professionally receiving and screening communications, coordinating the CEO’s agenda, prioritizing requests, organizing meetings, and ensuring that important information reaches the appropriate person.

The ideal candidate must demonstrate excellent communication skills, discretion, organization, professionalism, and the ability to prioritize multiple requests in a fast-paced business environment.

Key Responsibilities

Front Desk & Reception

· Welcome customers, suppliers, contractors, visitors, and other guests in a professional and courteous manner.

· Answer incoming telephone calls and direct them to the appropriate department or employee.

· Screen calls and inquiries before transferring them to the CEO or management team.

· Receive and respond to general company inquiries by telephone, email, or in person.

· Take accurate messages and ensure they are delivered promptly.

· Maintain a professional and organized reception and front desk area.

· Coordinate visitor access and notify employees when their guests arrive.

· Assist with incoming and outgoing mail, courier deliveries, packages, and documents.

CEO Administrative Support

· Manage and organize the CEO’s calendar and daily agenda.

· Schedule, confirm, reschedule, and coordinate meetings and appointments.

· Help prioritize meetings, calls, requests, and other commitments according to urgency and importance.

· Screen individuals requesting meetings or direct contact with the CEO.

· Gather the purpose and relevant information regarding requests before forwarding them to the CEO.





· Protect the CEO’s schedule from unnecessary interruptions while ensuring important matters receive proper attention.

· Remind the CEO of upcoming meetings, appointments, deadlines, and commitments.

· Coordinate internal and external meetings with customers, suppliers, employees, and business partners.

· Prepare basic meeting information, documents, or notes when required.

· Maintain confidentiality regarding company, employee, customer, and executive information.

Communication & Contact Screening

· Act as an initial point of contact between the CEO and customers, suppliers, employees, vendors, sales representatives, and other external parties.

· Determine the nature, urgency, and importance of incoming requests.

· Direct operational questions to the appropriate department instead of unnecessarily escalating them to the CEO.

· Identify important or urgent communications that require executive attention.

· Maintain transparent records of messages, follow-ups, appointments, and pending requests.

· Follow up with employees or external contacts when information is required before a meeting or decision.

· Maintain a professional and diplomatic approach when declining, redirecting, or postponing requests for executive contact.

General Administrative Support

· Assist management with administrative and clerical tasks as required.

· Prepare, organize, scan, file, and maintain company documents.

· Assist with data entry and maintenance of internal company records.

· Maintain contact lists and administrative records.

· Assist with scheduling company meetings and internal appointments.

· Support coordination between departments when required.

· Assist customers with basic order, pickup, delivery, or service inquiries and redirect technical questions to the appropriate department.

· Provide administrative support for sales, accounting, production, service,



and management when necessary.

· Perform other administrative duties assigned by management.

Qualifications & Requirements

- Previous experience in reception, administration, office coordination, executive assistance, or customer service is preferred.
- Strong spoken and written English communication skills.
- Professional telephone and email communication skills.
- Excellent organizational and time-management abilities.
- Ability to manage multiple priorities and interruptions throughout the day.
- Strong attention to detail.
- Ability to determine which matters are urgent, important, or routine.
- Professional and confident when communicating with customers, suppliers, employees, and executives.
- Ability to handle confidential and sensitive information with discretion.
- Comfortable working with computers, email, calendars, spreadsheets, and office software.
- Experience with Google Workspace, including Gmail, Google Calendar, Google Drive, Docs, and Sheets, is an asset.
- Reliable, punctual, professional, and able to work independently.
- Ability to remain calm and organized in a busy office environment.

Key Skills

- Professional communication
- Calendar and agenda management
- Call and contact screening
- Customer service
- Organization and prioritization
- Administrative support
- Attention to detail
- Confidentiality and discretion
- Problem solving
- Follow-up and task coordination
- Professional judgment
- Multitasking

What Success Looks Like in This Role The successful candidate will help ensure that the front office operates efficiently and that the CEO can focus on the company's highest-priority matters. The employee should be able to distinguish between requests that require immediate executive attention and those that can be handled by another department, scheduled for later, or resolved directly.

The position requires someone who is professional, approachable, organized, discreet, proactive, and comfortable acting as a communication gatekeeper for the CEO while maintaining excellent relationships with customers, suppliers, employees, and business partners.

Pay: $20.00-$25.00 per hour

Benefits

- On-site parking

Work Location: In person

📌 Front Desk Receptionist (Brampton)
🏢 Inner-Cool Systems
📍 Brampton