Executive Assistant to CEO - Full-time

Job Summary

We are seeking a dynamic and highly organized Executive Assistant to support our CEO in a full-time capacity. This vital role involves managing complex schedules, coordinating communications, and handling a variety of administrative tasks with precision and professionalism. The ideal candidate will thrive in a fast-paced environment, demonstrate exceptional organizational skills, and possess a proactive attitude to ensure the CEO’s day-to-day operations run smoothly. This position offers an exciting opportunity to be an integral part of our leadership team, contributing to the overall success of our organization.

Duties

• Manage and maintain the CEO’s calendar using Microsoft Outlook Calendar, scheduling meetings, appointments, and travel arrangements efficiently.
• Prepare, proofread, and edit correspondence, reports, and presentations with attention to detail and accuracy.
• Handle incoming calls with professional phone etiquette, directing inquiries appropriately and taking detailed messages when necessary.
• Coordinate logistics for meetings, including booking venues, preparing agendas, and distributing materials via Google Workspace or Microsoft Office tools.
• Perform data entry tasks using Microsoft Office and other software to maintain accurate records and files.
• Assist with bookkeeping duties utilizing QuickBooks for invoicing, expense tracking, and financial record keeping.
• Manage front desk responsibilities such as greeting visitors, answering multi-line phone systems, and overseeing office supplies inventory.
• Support clerical functions including filing, organizing documents, and maintaining confidential information securely.
• Utilize DocuSign for electronic signatures on contracts and important documents.
• Provide exceptional customer service by addressing inquiries promptly and professionally across various channels.
• Collaborate with team members to streamline office procedures and improve overall efficiency.

Skills

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and Google Workspace applications.
• Strong organizational skills with the ability to prioritize tasks effectively in a busy environment.
• Excellent typing speed and data entry accuracy to handle administrative tasks swiftly.
• Experience with bookkeeping software such as QuickBooks for financial management tasks.
• Knowledge of office equipment including multi-line phone systems and front desk operations.
• Exceptional phone etiquette coupled with excellent communication skills for professional interactions.
• Attention to detail for proofreading documents and maintaining accurate records.
• Familiarity with filing systems—both digital and physical—to ensure easy retrieval of information.
• Experience in clerical or administrative roles demonstrating reliability and initiative.
• Ability to manage multiple responsibilities simultaneously while maintaining a positive attitude.

Join us in this exciting role where your organizational prowess and proactive approach will directly contribute to our leadership’s success!

Pay: $53,898.90-$90,727.22 per year

Benefits:

• Casual dress
• Company pension
• Dental care
• Flexible schedule
• On-site parking
• RRSP match
• Tuition reimbursement
• VRSP

Work Location: In person