Job Overview
We are seeking a highly organized and proactive Executive Assistant to join our dynamic team. This vital role provides comprehensive administrative support to senior leadership, ensuring smooth daily operations and effective communication across departments. The ideal candidate will excel in managing schedules, handling correspondence, and coordinating various administrative tasks with precision and professionalism. This position offers an exciting opportunity to contribute to a fast-paced environment where your organizational skills and attention to detail will make a meaningful impact.
You will report directly to the CEO and work alongside our accounting assistant, social media manager, and account coordinators.
What You'll Own
- The follow-up list. Track every client, prospect, and vendor awaiting a response across all businesses. Nothing sits longer than 48 hours without a reply going out.
- Inbox and calendar. Triage incoming email, draft routine replies, schedule and confirm meetings, and prepare what's needed before each one.
- The paperwork queue. Engagement letters, client onboarding packages, contracts, proposals, invoices, and filing deadlines — prepared, sent, tracked, and chased to signature.
- New client intake. Answer inbound inquiries the same day, gather the information we need, and get qualified prospects booked into the calendar.
- Team coordination. Follow up with internal staff and contractors on deliverables and due dates so projects don't stall.
- The master task board. Maintain one shared source of truth for open items across all entities, and flag what's slipping before it becomes urgent.
Responsibilities
- Manage and maintain executive calendars using Microsoft Outlook Calendar, scheduling meetings, appointments, and travel arrangements efficiently.
- Screen incoming calls using multi-line phone systems and provide courteous, professional phone etiquette when communicating with clients, vendors, and team members.
- Prepare, proofread, and edit correspondence, reports, presentations, and other documents to ensure accuracy and clarity.
- Handle data entry tasks with speed and accuracy utilizing Microsoft Office Suite, Google Workspace, and QuickBooks for bookkeeping and financial record keeping.
- Organize files electronically and physically through meticulous filing systems to ensure quick retrieval of information.
- Coordinate front desk operations including greeting visitors, managing office supplies, and overseeing office experience to create a welcoming environment.
- Facilitate the signing of documents via DocuSign or other electronic signature platforms while maintaining confidentiality and security of sensitive information.
What We're Looking For
Required
- 2+ years in administrative, executive assistant, office coordination, or client service work.
- Excellent written English — you'll be drafting client-facing emails on our behalf.
- Genuinely organized: you work from a list, not from memory, and you close loops without being reminded.
- Comfortable with Google Workspace and Microsoft Office; able to pick up new software quickly.
- Discretion with confidential financial and client information.
- Able to work independently with limited supervision — this role involves telling us what needs attention, not waiting to be told.
- Reliable availability Monday through Friday, and legally entitled to work in Canada.
Preferred (not required)
- Experience in an accounting or tax practice, real estate brokerage, law office, or marketing agency.
- Working knowledge of a CRM (Zoho, HubSpot, or GoHighLevel) and/or QuickBooks.
- Conversational Punjabi or Hindi — an asset when serving our client base.
- Bookkeeping or invoicing exposure.
Pay: $18.00-$20.00 per hour
Work Location: In person
