Executive Assistant to the President

About Us : For over 30 years HLD Muskoka has been a presence in the construction scene, active in all areas of from design, excavation, high-end residential building to property maintenance and landscaping. Situated in the beautiful town of Huntsville, Ontario we work hard in one of Canada’s most beautiful and sought-after regions. HLD Muskoka is known for delivering high quality work within tight timelines. Our culture emphasizes teamwork, long-term client relationships, and a supportive workplace where employee’s can succeed.

Our Core Values :

- Be Humble: Value teamwork over individual recognition, stay open to new ideas
- Take Ownership: Go beyond basic responsibilities and follow through with excellence.
- Care and Integrity: Foster a friendly environment, show kindness & respect to co-workers and clients.

The Opportunity : Key Responsibilities : Executive & Administrative Leadership :

- Act as the primary point of contact and gatekeeper for the President, managing complex calendars, scheduling appointments, and coordinating sophisticated travel arrangements (domestic and international).
- Prepare and manage confidential correspondence, reports, presentations, and other documents with a high degree of accuracy and professionalism.
- Organize and facilitate high-level meetings, including agenda preparation, minute-taking, and follow-up on action items.
- Anticipate the President’s needs and proactively address issues, ensuring seamless operational flow.
- Handle highly sensitive information with discretion and maintain strict confidentiality at all times.
- Manage office systems, supplies, and vendor relationships, ensuring a polished and efficient executive environment.
- Undertake personal assistant duties for the President as required,



maintaining a professional boundary.

Accounting & Financial Management (President's Other Companies) :

- Manage all day-to-day accounting functions for the President's portfolio of associated companies, including but not limited to:

- Accounts Payable and Receivable

- Bank and Credit Card Reconciliations

- General Ledger Maintenance

- Payroll Processing (incl HLD if required)

- Inter-company transactions and reconciliations

- Prepare accurate and timely monthly, quarterly, and annual financial statements and reports for each entity.

- Manage cash flow, bill payments and all reconciliations inclusive of personal expenses.

- Coordinate with external accountants for year-end reporting, tax preparation, and compliance.

- Ensure all financial records are meticulously maintained, organized, and compliant with relevant regulations.

- Implement and maintain robust internal financial controls.

Legal Document Review & Coordination :

- Conduct preliminary reviews of legal documents (e.g., contracts, NDAs, lease agreements, service agreements) for the President's companies, identifying key clauses, potential risks, and areas requiring legal counsel.
- Develop and maintain a system for tracking legal documents and deadlines.
- Liaise with legal counsel as directed by the President, preparing summaries and providing necessary documentation.




- Ensure all reviewed documents are appropriately filed and managed with the utmost confidentiality.
- Disclaimer: This role involves reviewing legal documents for business context and flagging issues; it does not involve providing legal advice.

Qualifications & Experience :

- Diploma or degree in Accounting &/or relevant experience
- Experience in an executive assistant/administrative assistant role
- Experience in full-cycle accounting for small businesses. Proficiency with accounting software (e.g., QuickBooks, Acumatica).
- Demonstrable experience in reviewing and interpreting legal documents, with a strong understanding of common legal terminology and contract structures primarily in real estate an asset.
- Experience within the luxury construction, real estate development, or heavy civil construction industries is a significant asset.

Skills & Attributes :

- Impeccable Integrity & Discretion : Ability to handle highly confidential information with the utmost professionalism and ethical standards.
- Exceptional Organizational & Time-Management Skills : Adept at prioritizing and managing multiple complex tasks simultaneously in a fast-paced environment, with meticulous attention to detail.
- Financial Acumen : Strong understanding of accounting principles and financial reporting.
- Analytical & Problem-Solving Abilities : Capable of critically reviewing information, identifying potential issues, and proposing solutions.
- Superior Communication Skills : Excellent verbal and written communication skills, with the ability to interact effectively with high-net-worth individuals, business partners, and internal stakeholders.
- Tech-Savvy : Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and comfortable learning new softw

📌 Executive Assistant to The President (Huntsville)
🏢 HLD Muskoka
📍 Huntsville