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Executive Assistant

2 weeks ago

Markham, Ontario, Canada Big Smoking Cigars and Pipes Full time

Location: Toronto, ON (occasional travel required)

Job Type: Full-time

Compensation: Competitive Salary + Performance Bonus

Reports To: General Manager

Job Summary

We are a well-established cross-border e-commerce and trading company seeking a reliable, detail-oriented Executive Assistant / Personal Assistant to support the General Manager.

This role involves a combination of administrative coordination, travel and schedule management, and assistance with both business and personal matters. The ideal candidate is organized, proactive, and able to maintain the highest level of confidentiality and professionalism.

Key Responsibilities Administrative & Coordination

  • Manage the General Manager's calendar, meetings, and correspondence;
  • Coordinate internal communications and follow up on action items;
  • Organize meetings, take and summarize meeting minutes, and prepare follow-up reports;
  • Prepare presentations, summaries, and relevant documents;
  • Maintain an organized filing system and ensure document confidentiality.

Travel & Personal Logistics

  • Arrange travel itineraries, flights, accommodations, and day-to-day schedules;
  • Coordinate or accompany the General Manager to meetings, client visits, and events;
  • Drive or arrange transportation for business and personal appointments, ensuring timeliness and safety;
  • Handle errands such as document delivery, reservations, purchasing, and expense reports;
  • Manage vehicle use and scheduling.

Professional & Personal Support

  • Assist with both business and personal tasks as delegated by the General Manager;
  • Prepare external correspondence, administrative forms, and simple contractual documents;
  • Ensure smooth workflow and support operational efficiency;
  • Represent the company professionally in all interactions.

Requirements

  • College diploma or higher in Business Administration, Management, or related field preferred;
  • Minimum 2 years of experience as an executive assistant or in administrative coordination;
  • Excellent communication, organization, and multitasking skills;
  • Proficient in Microsoft Office (Excel, Word, PowerPoint, Outlook);
  • Strong driving skills with a valid Full G Driver's License (or equivalent);
  • Professional appearance, discretion, and strong sense of responsibility;
  • Flexible schedule and willingness to travel occasionally.

What We Offer

  • Competitive compensation (base salary + performance bonus + allowance);
  • Supportive and stable working environment;
  • Opportunities for professional growth and development.

Job Type: Full-time

Pay: $20.00-$25.00 per hour

Expected hours: 35 – 50 per week

Benefits:

  • Casual dress
  • Company events
  • Paid time off

Work Location: In person