Executive Assistant

Job Overview

We are seeking a highly organized and detail-oriented Executive Assistant to provide administrative and operational support to our executive team. The successful candidate will help coordinate daily activities, manage schedules and correspondence, maintain accurate records, and support efficient office operations.

This role requires strong communication skills, sound organizational abilities, discretion when handling confidential information, and the ability to prioritize multiple tasks in a fast-paced professional environment.

Key Responsibilities

- Calendar and Schedule Management: Maintain executive calendars using Microsoft Outlook and Google Workspace, coordinate meetings and appointments, and assist with travel arrangements.
- Communication and Correspondence: Handle incoming calls professionally, direct inquiries to the appropriate contacts, and prepare, proofread, and edit emails, letters, reports, and presentations.
- Administrative and Financial Support: Perform accurate data entry and assist with basic bookkeeping and financial recordkeeping using QuickBooks and other office software.
- Document and Records Management: Organize, maintain, and update physical and electronic files, ensuring documents are accurate, accessible, and properly stored.
- Office Coordination: Support front desk operations, greet visitors, monitor office supply inventory, and help maintain an organized and professional workplace.
- Client and Vendor Coordination: Communicate with clients, vendors, and internal teams by email and other appropriate channels. Assist with contracts, approvals, and document-signing processes using platforms such as DocuSign.
- General Administrative Support: Assist with special projects, document preparation, office procedures,



and other administrative tasks as required.
- Customer Service: Maintain professional and courteous communication with internal and external contacts while supporting positive working relationships.
- Confidentiality: Handle sensitive business information and records responsibly and in accordance with company procedures.

Qualifications and Skills

- Previous experience in an administrative, clerical, executive assistant, or office support role is preferred.
- Proficiency in Microsoft Office applications, including Word, Excel, and PowerPoint.
- Familiarity with Microsoft Outlook Calendar and Google Workspace.
- Solid typing, data entry, proofreading, and document preparation skills, with a high level of accuracy and attention to detail.
- Experience with QuickBooks or similar bookkeeping software is an asset.
- Excellent organizational and time-management skills, including the ability to prioritize tasks and meet deadlines.
- Professional telephone etiquette and the ability to manage incoming calls using a multi-line phone system.
- Familiarity with office administration, filing systems, front desk operations, and standard office equipment.
- Strong written and verbal communication skills.
- Ability to handle confidential information with discretion and professionalism.
- Experience with DocuSign or similar electronic signature platforms is an asset.
- A proactive, dependable, and service-oriented approach to administrative support.

Work Environment The Executive Assistant will work closely with the executive team and other internal and external contacts to help ensure smooth daily operations. The role requires professionalism, attention to detail, adaptability, and effective communication. Pay: $45,300.00-$86,400.00 per year

Benefits

- Dental care
- Flexible schedule
- On-site parking

Work Location: In person

📌 Executive Assistant (Toronto)
🏢 And Proud Canada
📍 Toronto