Job Summary
We are seeking a highly organized and proactive Executive Assistant to support the President & CEO of our organization. This vital role involves managing a wide range of administrative and clerical tasks to ensure smooth daily operations. The ideal candidate will possess excellent communication skills, strong organizational abilities, and proficiency with various office software tools. This position offers an opportunity to work closely with senior leadership in a dynamic environment, providing essential support to facilitate strategic initiatives and executive functions.
Duties
- Manage and maintain the President & CEO’s calendar using Microsoft Outlook Calendar and Google Workspace, scheduling meetings, appointments, and travel arrangements.
- Handle incoming calls via multi-line phone systems with professional phone etiquette, directing inquiries appropriately.
- Prepare, proofread, and edit correspondence, reports, presentations, and other documents ensuring accuracy and professionalism.
- Perform data entry, filing, and record-keeping tasks utilizing Microsoft Office Suite and DocuSign for electronic signatures.
- Assist with bookkeeping and financial record management using QuickBooks, including invoicing and expense tracking.
- Coordinate meetings by preparing agendas, taking minutes, and distributing materials in advance.
- Serve as front desk receptionist when needed, greeting visitors and managing office supplies.
- Support project management efforts through organizational tasks such as filing systems and document management.
- Provide exceptional customer service to internal teams and external clients or partners as needed.
Requirements
- Proven experience in office administration or clerical roles with at least 2 years of relevant experience in an office environment.
- Strong proficiency in Microsoft Office (Word, Excel, PowerPoint), Google Workspace, QuickBooks, and Docusign.
- Excellent organizational skills with the ability to prioritize tasks effectively in a fast-paced setting.
- Exceptional written and verbal communication skills with good phone etiquette.
- Ability to handle multiple tasks simultaneously while maintaining attention to detail.
- Experience with data entry, proofreading, filing systems, and front desk responsibilities.
- Knowledge of multi-line phone systems and calendar management tools such as Microsoft Outlook Calendar.
- Demonstrated ability to maintain confidentiality and exercise discretion when handling sensitive information.
- High school diploma or equivalent required; additional administrative or office management training preferred.
This role is integral to the efficient operation of our executive team and offers a rewarding opportunity for a dedicated professional eager to contribute at the highest level of our organization.
Pay: $50,000.00-$90,939.84 per year
Benefits:
- Casual dress
- Company events
- Dental care
- Flexible schedule
- On-site parking
- Profit sharing
- Vision care
- Work from home
Application question(s):
- Are you highly proficient with Microsoft Office, Excel, Docusign?
- Are you prepared to be responsive and available for urgent matters outside of regular work day hours?
- Are you interested in full time or part time work?
Work Location: Hybrid remote in Toronto, ON
