Executive Assistant

Overview:
**Responsibilities**:

- Manage executive calendars, schedule appointments, and coordinate meetings
- Prepare and edit correspondence, reports, and presentations
- Conduct research and gather information for various projects
- Maintain confidential files and records
- Assist with travel arrangements and expense reporting
- Perform data entry and maintain accurate records
- Provide general administrative support, including filing, copying, and organizing documents

**Requirements**:

- Proven experience as an executive assistant or in a similar role
- Proficient in file management and organization
- Familiarity with Google Suite (Docs, Sheets, Slides) and Microsoft Office Suite (Word, Excel, PowerPoint)
- Excellent phone etiquette and communication skills
- Strong proofreading and editing abilities
- Knowledge of QuickBooks is a plus
- Exceptional organizational skills with the ability to prioritize tasks effectively
- Familiarity with Outlook Calendar for scheduling purposes
- Experience in data entry and clerical work

**Client Relations**:

- Act as a primary point of contact for clients, handling inquiries, scheduling meetings, and ensuring timely responses to client requests.
- Maintain client databases and records, ensuring accuracy and confidentiality.
- Assist in the preparation of client presentations, proposals, and contracts

**Marketing Support**:

- Coordinate marketing activities such as trade shows, conferences, and promotional events.
- Assist in the development and distribution of marketing materials, including brochures, newsletters, and social media content.
- Conduct market research to identify trends, competitive analysis, and opportunities for growth.

**Operations Assistance**:

- Support day-to-day operational activities, including inventory management, order processing, and logistics coordination.
- Assist in the implementation of operational strategies to improve efficiency and productivity.
- Collaborate with various departments to streamline processes and resolve operational issues.

**Documentation Management**:

- Maintain organized and up-to-date files, records, and documentation.
- Prepare and edit documents, reports, and correspondence as needed.
- Ensure compliance with company policies and procedures regarding document management and record-keeping.

**Scheduling and Itinerary Management**:

- Manage executive calendars, scheduling appointments, meetings, and travel arrangements.
- Prepare detailed itineraries and agendas for executive travel and business meetings.
- Anticipate scheduling conflicts and proactively resolve them to optimize executive time management.

**Productivity Enhancement**:

- Identify opportunities to streamline processes and improve workflow efficiency.
- Implement tools and systems to enhance productivity, such as task management software or communication platforms.

**Executive Team Support**:

- Provide administrative support to members of the executive team, including scheduling meetings, preparing documents, and handling correspondence.
- Assist in the preparation of board meetings, including agenda development, meeting minutes, and follow-up action items.
- Act as a liaison between the executive team and other departments, ensuring effective communication and collaboration.

We offer competitive compensation based on experience and qualifications. This is an excellent opportunity for someone looking to grow their career in an administrative role.

**Job Types**: Full-time, Part-time

Pay: $18.00 per hour

Expected hours: No more than 36.5 per week

**Benefits**:

- Casual dress
- Flexible schedule
- On-site parking
- Paid time off
- Work from home

Flexible Language Requirement:

- French not required

Schedule:

- Monday to Friday
- Weekends as needed

**Education**:

- Bachelor's Degree (preferred)

Work Location: Hybrid remote in North York, ON M3J 2C6