Job Summary

We are seeking a proactive and highly organized Executive Assistant to support our CEO and consultant team in a dynamic and fast-paced environment for a growing technology company (website Houseblend.io).

This vital role involves managing handling administrative tasks with precision, and ensuring seamless daily operations. The ideal candidate will demonstrate exceptional organizational skills, attention to detail, and a positive attitude to help drive efficiency and effectiveness within the business.

Key Duties

- Executive Support
- Coordinate internal and client-facing meetings and retreat logistics/bookings
- Prepare agendas, meeting materials, presentations, and briefing notes.
- Monitor follow-ups and ensure action items are completed.
- Handle confidential information and communications professionally.
- Coordinate travel arrangements, expenses, and itineraries.
- Human Resource Coordination
- Coordinate the development of HR Contracts with consultants and maintain HR related documentation
- Develop and coordinate the signature of Employment Agreements
- Coordinate onboarding and offboarding of consultants (sending key information prior to the first day, scheduling onboarding meetings)
- Maintain key employee and contractor information.
- Schedule training, certifications, and professional development.
- Team Operations
- Coordinate team meetings and practice events.
- Help maintain standard operating procedures and internal documentation.
- Respond to administrative and HR questions from staff
- Coordinate meetings between consultants, project managers, clients, and stakeholders.
- Track consultant availability, assignments, and utilization.
- Support resource planning and scheduling across multiple client projects.
- Reporting and organization
- Prepare weekly/monthly practice reports.
- Maintain organized documentation in Google Drive folders for audit trail and record keeping purposes




- Support and maintain the effective management and sharing of Information (IM)
- Create and maintain Excel reports, trackers, and dashboards.
- Identify upcoming deadlines and proactively alert leadership.
- Client Management
- Serve as a skilled point of contact for clients when appropriate.
- Schedule client meetings, workshops, demos, and project checkpoints.
- Prepare and distribute meeting notes and action items.
- Follow up with consultants and clients on outstanding items.
- Maintain organized client records and communications.
- Business Development
- Maintain project documentation, Statements of Work (SOWs), proposals, and change requests.
- Assist with preparation of proposals, presentations, and RFP responses.
- Coordinate sales meetings and prospect communications.
- Track opportunities, proposals, and follow-up activities (Maintain CRM information and pipeline reports)
- Support networking events, webinars, conferences, and marketing activities.

Work Hours: The Executive Assistant (EA) will work approximately 15 hours per week on average and is expected to track and report their hours of work in Toggle for historical trending and longer term adjustment purposes. It is expected that work demands will continue to grow as the company grows.

Level of Service (LOS) Standard The EA is expected to respond to questions within 2 hours of receipt given high impact operational nature of the work.

Pay: From $25.00 per hour

Expected hours: 10.0 – 20.0 per week

Application question(s):

- Post Secondary Education in Administration / Finance or related discipline.
- 3 or more years experience in an Executive assistant or Administrative role working directly with senior officials (Director level or higher)
- Exceptional communication skills
- Highly skilled in using various technology tools such as Google, Microsoft Office tools (advanced features of excel for reporting ), communication tools etc.
- Experience in accounting (Accounts Receivables and Payables) is considered an asset.
- resides in Canada

Education:

- DCS / DEC (required)

Work Location: Remote

📌 Executive Assistant to CEO (Canada)
🏢 Houseblend Enterprises
📍 Canada