Job Title: Executive Assistant
Reports to: Grant Harrison, Owner of Nextra Consulting
Location: Remote, must be available for monthly in-person meetings in Ingersoll, Ontario
Hours: 25-30 hours/week
Compensation: $25-$30/hour
Employment Type: Hourly employee, 25-30 hours per week, flexible schedule, some early/late calls as needed.
Role Summary: Provide high-trust, proactive administrative and operational support to the owner, enabling efficient calendar and communications management, event and speaking coordination, client-facing correspondence, and light project coordination. The role requires strong organization, discretion, excellent written communication, and comfort with virtual collaboration tools.
Key Responsibilities
- Manage owner calendar: schedule, prioritize, coordinate meetings, ensure preparation materials and time buffers.
- Prepare and edit agendas, take minutes, and produce/edit meeting notes.
- Website updates: make routine content updates and ensure accuracy of event listings.
- Ontario Outbuilding administrative support: see summary below
- Trade show and event management: handle registrations, coordinate booth logistics and follow up.
- Speaking engagements: coordinate topics, correspond with event organizers and provide required materials (headshot, bio, session descriptions).
- Peer group registrations and communications: organize registration, reminders, and member communications.
- Client communications: draft and send client emails, follow up on actions, and manage contact lists.
- Events registrations: register attendees for client and company events, manage RSVPs and confirmations.
- Fractional GM service hours tracker: maintain and update hours/reporting for services provided.
- Owner reporting: prepare monthly owner reports (compile information, updates and summaries)
- Personal assistance: occasional tasks such as booking coffee or dinner meetings for Grant, travel coordination and simple personal errands tied to business needs.
- Other administrative tasks as assigned to support business operations.
Ontario Outbuilding London
The Executive Assistant will provide administrative support to ensure efficient operation of the office. This role involves a variety of tasks, including handling email correspondence, assisting with quotes, maintaining CRM system, and assisting with other office-related duties. The ideal candidate will be organized, detail-oriented, and able to work independently.
Required qualifications
- 3+ years of administrative, executive assistant or operations support experience (supporting senior leaders preferred)
- Excellent written and verbal communication
- Strong organization, time management and attention to detail
- Comfortable working independently and proactively prioritizing tasks
- Proficient with Google Workspace and/or Microsoft Office, calendar management, Zoom/Teams and basic website editing (WordPress or similar)
- Experience with event registration platforms and CRM tools an asset.
- Reliable internet connection and a home office setup suitable for video calls
- Ability to attend monthly in-person meetings in Ingersoll, Ontario
Desired Attributes
- High level of discretion and professionalism in handling confidential information
- Polished client-facing manner
- Initiative, problem-solving mindset, and ability to streamline processes.
- Flexible with occasional early/late meetings
How to Apply
Send a resume, including references, and brief cover letter highlighting relevant experience and why you’re a fit for this role to [email protected]. Please include your available start date and confirmation that you can attend monthly in-person meetings in Ingersoll, Ontario.
Pay: $25.00-$30.00 per hour
Benefits:
- Casual dress
- Flexible schedule
- Mileage reimbursement
- Work from home
Work Location: Hybrid remote in Ingersoll, ON N5C 3M4
