Job Summary

We are seeking a dynamic and highly organized Executive Assistant to support our CEO in a full-time capacity. This vital role involves managing complex schedules, coordinating communications, and handling a variety of administrative tasks with precision and professionalism. The ideal candidate will thrive in a fast-paced environment, demonstrate exceptional organizational skills, and possess a proactive attitude to ensure the CEO’s day-to-day operations run smoothly.

This position offers an exciting opportunity to be an integral part of our leadership team, contributing to the overall success of our organization.

Duties

- Manage and maintain the CEO’s calendar using Microsoft Outlook Calendar, scheduling meetings, appointments, and travel arrangements efficiently.
- Prepare, proofread, and edit correspondence, reports, and presentations with attention to detail and accuracy.
- Handle incoming calls with professional phone etiquette, directing inquiries appropriately and taking detailed messages when necessary.
- Coordinate logistics for meetings, including booking venues, preparing agendas, and distributing materials via Google Workspace or Microsoft Office tools.
- Perform data entry tasks using Microsoft Office and other software to maintain accurate records and files.
- Assist with bookkeeping duties utilizing QuickBooks for invoicing, expense tracking, and financial record keeping.
- Manage front desk responsibilities such as greeting visitors, answering multi-line phone systems, and overseeing office supplies inventory.
- Support clerical functions including filing, organizing documents,



and maintaining confidential information securely.
- Utilize DocuSign for electronic signatures on contracts and important documents.
- Provide exceptional customer service by addressing inquiries promptly and professionally across various channels.
- Collaborate with team members to streamline office procedures and improve overall efficiency.

Skills

- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and Google Workspace applications.
- Strong organizational skills with the ability to prioritize tasks effectively in a busy environment.
- Excellent typing speed and data entry accuracy to handle administrative tasks swiftly.
- Experience with bookkeeping software such as QuickBooks for financial management tasks.
- Knowledge of office equipment including multi-line phone systems and front desk operations.
- Exceptional phone etiquette coupled with excellent communication skills for professional interactions.
- Attention to detail for proofreading documents and maintaining accurate records.
- Familiarity with filing systems—both digital and physical—to ensure easy retrieval of information.
- Experience in clerical or administrative roles demonstrating reliability and initiative.
- Ability to manage multiple responsibilities simultaneously while maintaining a positive attitude.

Join us in this exciting role where your organizational prowess and proactive approach will directly contribute to our leadership’s success! Pay: $53,898.90-$90,727.22 per year

Benefits

- Casual dress
- Company pension
- Dental care
- Flexible schedule
- In office parking
- RRSP match
- Tuition reimbursement
- VRSP

Work Location: In person

📌 Executive Assistant to CEO - Full-time (Toronto)
🏢 Innovative Ai Solutions
📍 Toronto