Executive Assistant to Managing Director - Full Time

Job Overview

We are seeking a highly organized and proactive Executive Assistant to support the Managing Director in a dynamic, full-time capacity. The ideal candidate will possess excellent administrative skills, strong attention to detail, and the ability to manage multiple tasks efficiently. This role offers an opportunity to work closely with senior leadership and contribute to the smooth operation of our organization through effective office management and communication.

Duties:

• Manage and maintain the Managing Director’s calendar using Microsoft Outlook Calendar and Google Workspace, scheduling appointments, meetings, and travel arrangements.
• Handle incoming calls via multi-line phone systems with professional phone etiquette, directing inquiries appropriately.
• Prepare, proofread, and edit correspondence, reports, and presentations ensuring accuracy and professionalism.
• Perform data entry, filing, and document management using Microsoft Office Suite and DocuSign for electronic signatures.
• Assist with bookkeeping tasks utilizing QuickBooks, including invoicing and expense tracking.
• Provide exceptional customer service to internal staff and external clients, acting as a front desk representative when needed.
• Coordinate meetings by preparing agendas, taking minutes, and organizing logistics.
• Support administrative projects such as organizing files, managing office supplies, and maintaining organizational systems.
• Facilitate communication between departments to ensure deadlines are met efficiently.

Experience:

• Proven experience in an administrative or clerical role within an office environment.
• Strong proficiency in Microsoft Office (Word, Excel, PowerPoint), Microsoft Outlook Calendar, Google Workspace, and familiarity with multi-line phone systems.
• Experience with bookkeeping software such as QuickBooks is preferred.
• Excellent organizational skills with the ability to prioritize tasks effectively in a fast-paced setting.
• Demonstrated proficiency in data entry, proofreading, filing systems, and office procedures.
• Prior experience providing customer service or front desk support is desirable.
• Ability to handle confidential information discreetly with professionalism.

Qualifications:

• You!
• Candidates that are a minimum of 18 years of age
• Minimum three (3) years of experience working in an office environment using MS Office
• Individuals that are very well organized, able to work independently and the ability to prioritize with a focus on attention to detail
• Candidates that can adapt to a fast-paced and sometimes demanding environment
• Individuals that have a positive outlook and work well in a team environment
• Availability that includes working full time hours for the duration of the contract period

This position offers a rewarding opportunity for a dedicated professional eager to support executive leadership while developing their administrative expertise within a collaborative environment.

Pay: $54,424.95-$85,610.02 per year

Benefits:

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

Work Location: In person