Executive Assistant

Job Overview

We are seeking a reliable and well-organized Executive Assistant to provide administrative support to management and assist with daily office operations. This position involves coordinating schedules, preparing business documents, maintaining records, managing communications, and assisting with routine administrative and financial tasks.

The ideal candidate is detail-oriented, communicates effectively, handles confidential information responsibly, and can prioritize multiple assignments in a professional office environment.

Key Responsibilities

- Calendar and Meeting Coordination: Maintain management calendars using Microsoft Outlook, schedule appointments and meetings, and assist with travel arrangements when required.
- Communication Management: Answer incoming calls, direct inquiries to the appropriate individuals, record messages, and maintain professional communication with visitors and business contacts.
- Administrative Data Entry: Enter, update, and maintain business information using Microsoft Office, Google Workspace, and other relevant applications.
- Document Preparation: Draft, format, review, and proofread correspondence, reports, presentations, and other business documents.
- Records Management: Maintain organized electronic and physical filing systems and ensure that business documents can be retrieved when needed.
- Financial Administration: Assist with routine bookkeeping tasks, including invoice preparation, expense tracking, and basic record reconciliation using QuickBooks or similar software, as applicable.
- Document Coordination: Prepare documents for electronic signatures using DocuSign or comparable platforms and track their completion.
- Office Support: Welcome visitors, assist with general office inquiries,



and help maintain efficient daily administrative procedures.
- Research and Reporting: Gather information, prepare administrative reports, and assist management with assigned projects.
- Confidentiality: Handle business correspondence, records, and sensitive information in accordance with company policies.

Qualifications and Skills

- Previous experience in executive assistance, office administration, or a related support role is an asset.
- Proficiency in Microsoft Office applications, including Word, Excel, PowerPoint, and Outlook.
- Familiarity with Google Workspace and digital document management tools.
- Experience with calendar management, meeting coordination, and business correspondence.
- Strong written and verbal communication skills.
- Accurate typing, data entry, proofreading, and document preparation skills.
- Familiarity with QuickBooks or similar bookkeeping software is an advantage.
- Ability to organize records, manage competing priorities, and meet deadlines.
- Professional telephone etiquette and confidence communicating with colleagues, visitors, and business contacts.
- Ability to handle confidential information with discretion and work independently while supporting a team.

Work Environment The Executive Assistant will provide day-to-day administrative support to management and contribute to the productive coordination of office activities. Responsibilities may vary depending on operational priorities and the needs of the organization. Candidates should be comfortable using standard office software, maintaining accurate documentation, and communicating professionally in a business setting.

We encourage applications from individuals whose skills and experience match the responsibilities outlined above.

Pay: $45,300.00-$86,300.00 per year

Benefits

- Dental care
- Flexible schedule
- On-site parking

Work Location: In person

📌 Executive Assistant (Canada)
🏢 NextLoans Canada
📍 Canada