Executive Assistant

Job Overview

We are seeking a highly organized and proactive Executive Assistant to support our executive team. The ideal candidate will possess strong administrative, clerical, and communication skills to ensure smooth daily operations. This role involves managing schedules, coordinating meetings, handling correspondence, and providing exceptional customer service. Prior experience with office management tools and software is essential to succeed in this position. The Executive Assistant will play a vital role in maintaining efficiency and professionalism within our organization. Your role will be specific to working with Gerry Lamarche and handling head office functions including payroll and invoicing.

Responsibilities

• Manage and maintain executive calendars using Microsoft Outlook Calendar and Google Workspace, scheduling appointments and meetings efficiently.
• Handle incoming calls through multi-line phone systems with professional phone etiquette, directing inquiries appropriately.
• Prepare, proofread, and distribute correspondence, reports, and presentations with attention to detail.
• Perform data entry and maintain accurate filing systems both physically and digitally.
• Assist with bookkeeping tasks using Account Edge including invoicing and expense tracking.
• Coordinate travel arrangements and prepare itineraries for executives as needed.
• Support front desk operations, greeting visitors and managing office supplies inventory.
• Utilize DocuSign for electronic document signing processes.
• Provide exceptional customer service to clients, vendors, and internal staff at all times.
• Perform general administrative duties such as photocopying, faxing, and organizing documents to ensure operational efficiency.

Skills

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and Google Workspace applications.
• Experience with QuickBooks for bookkeeping and financial record keeping.
• Strong organizational skills with the ability to multitask effectively in a fast-paced environment.
• Excellent written and verbal communication skills with proper phone etiquette.
• Demonstrated clerical experience including filing, data entry, proofreading, and document management.
• Familiarity with multi-line phone systems and front desk responsibilities.
• Office experience that showcases professionalism and attention to detail.
• Ability to handle confidential information discreetly while maintaining a high level of accuracy in data entry tasks. This position offers an engaging work environment where organizational excellence is valued. The successful candidate will be instrumental in supporting leadership functions while contributing to the overall success of the organization through effective administrative support.

Job Type: Full-time

Pay: From $20.00 per hour

Expected hours: 40 per week

Work Location: In person