Job Overview
We are seeking an organized, proactive, and professional Executive Assistant & Project Manager to support the Vice President and Co-Founder while coordinating administrative, operational, and company projects. This role requires someone who can manage executive priorities, oversee projects and deadlines, maintain company documentation, and communicate effectively with internal and external partners. The ideal candidate is resourceful, detail-oriented, and comfortable taking ownership of assignments from start to completion
Key Responsibilities:
- Manage executive calendars, meetings, appointments, deadlines, and priorities.
- Answer and screen calls and coordinate professional correspondence.
- Prepare reports, spreadsheets, meeting materials, and other business documents.
- Maintain organized company records and filing systems.
- Track outstanding tasks, commitments, and follow-ups on behalf of management
- Provide administrative and scheduling support to management
- Assist management with company projects from planning through completion.
- Coordinate with contractors, suppliers, consultants, employees, and other external parties.
- Track project timelines, requirements, outstanding decisions, and next steps.
- Attend meetings, document key decisions, and ensure follow-up items are completed.
- Research project requirements and unfamiliar subjects as needed.
- Assist with licensing, trademark applications, corporate documentation, and other administrative requirements.
- Communicate professionally with suppliers, contractors, customers, service providers, and business partners
- Escalate significant contractual, financial, or operational decisions when appropriate.
Requirements:
- Previous administrative, clerical, executive assistant, or project coordination experience
- Strong written and verbal English communication skills
- Proficiency with Microsoft Office or Google Workspace particularly Excel/Sheets, Word/Docs, and Outlook/Gmail.
- Experience with QuickBooks.
- Strong organizational and time-management skills, excellent attention to detail and accuracy
- Ability to prioritize multiple tasks and work independently
- Comfortable working directly with executives and external professionals.
- Experience supporting executives or senior management preferred
- Experience with contracts, quotations, purchasing, or negotiations is an asset
Pay: $25/hr. Compensation and advancement opportunities may be reviewed based on performance, experience, and the ability to take on increased responsibility.
Schedule: Full-Time, Monday–Friday (44 hours/week)
Location: Bolton, ON L7E 3R6
Job Type: Full-time
Pay: $25.00 per hour
Ability to commute/relocate:
- Bolton, ON L7E 3R6: reliably commute or plan to relocate before starting work (required)
Experience:
- executive assistant: 2 years (required)
- QuickBooks: 2 years (required)
Work Location: In person
