Executive Assistant / Personal Assistant

Folio Inc.; Toronto; Hybrid; CAD 55,000 - 65,000; Full time

Job summary

Folio Tech Inc. in Toronto is seeking a detail-oriented Executive Assistant / Personal Assistant to support the Founder across both businesses. You will manage the Founder's inboxes and calendar, coordinate client engagements, and handle invoicing in the finance system.

This is a dual-role with weekly shifts between client-facing administration and personal logistics. The successful candidate will work closely with leadership, maintain organization, and adapt to high priorities in a fast-paced,

Qualifications

• 1–3 years of experience in administrative, coordination, operations or client-facing roles.
• Strong written and verbal communication skills, professional tone with clients and vendors.
• Ability to work independently, prioritize competing demands, and solve problems with minimal direction.
• High level of organization and attention to detail.
• Proficiency with email, calendar, and spreadsheet apps; familiarity with CRM and invoicing software helpful.
• Discretion and sound judgment handling confidential information.
• Legally authorized to work in Canada without sponsorship.
• Based in the Greater Toronto Area.
• Access to a personal vehicle is an asset; mileage reimbursed per CRA rates.

Responsibilities

• Manage the Founder's inbox and calendar; draft correspondence and coordinate meetings.
• Coordinate client and project support; track deliverables and follow up with teams and contractors.
• Prepare and format client-facing documents and invoices; oversee accounts receivable.
• Oversee office operations, vendor relationships, and renewals; coordinate logistics and scheduling.
• Provide personal assistance tasks including errands, travel, and household coordination as needed.

Skills

Communication

Organization

Prioritization

Independence

CRM familiarity

Invoicing familiarity

Tools

CRM software

Calendar apps

Spreadsheet software

Invoices system

Job description

Executive Assistant / Personal Assistant

Folio Tech Inc. is a Toronto-based consulting firm specializing in automation and systems integration for enterprise and mid-market clients. The firm operates alongside Workbench Enterprise Inc., a US-based software venture under common ownership. Both organizations are small, fast-moving, and founder-led.

Position summary

Folio Tech is seeking a full-time Executive Assistant / Personal Assistant to support the Founder across both businesses and in a personal capacity. The role covers inbox and calendar management, client coordination, invoicing and accounts receivable, business administration, and day-to-day personal support.

This is a dual business and personal role. Responsibilities shift week to week depending on priorities, and candidates should be comfortable moving between client-facing administrative work and hands-on logistical support. The position reports directly to the Founder and involves regular coordination with the Associate Principal, Managing Solutions Architect, and other members of the team.

Key responsibilities

Communications and scheduling

• Manage and triage the Founder's email inboxes; draft correspondence and respond to routine inquiries
• Schedule client and internal meetings, including confirmations, rescheduling, and follow-up
• Maintain visibility on outstanding commitments, deadlines, and action items
• Attend client meetings as required to capture notes and track deliverables

Client and project support

• Track project deliverables and deadlines across active consulting engagements
• Follow up on delegated work items with internal team members and contractors
• Prepare and format client-facing documents and materials

Finance and administration

• Prepare, issue, and track client invoices in the company's finance system
• Manage accounts receivable follow-up through to collection
• Maintain awareness of recurring corporate obligations including tax filing deadlines, registrations, and renewals
• Administer vendor accounts, subscriptions, and business insurance policies

Operations and logistics

• Coordinate office needs including supplies, cleaning services, and facilities requests
• Manage incoming and outgoing shipments, deliveries, and returns
• Source and order company materials such as business cards and branded items
• Support office relocation and related logistics

Personal assistance

• Manage the Founder's personal calendar, including appointments and bookings
• Run errands across the Greater Toronto Area, including pickups, drop-offs, purchases, and returns
• Receive, process, and organize personal deliveries and shipments
• Coordinate household services and vendors, including cleaners, trades, and repairs
• Administer vehicle-related matters such as service appointments, insurance, and registration
• Arrange personal travel, including bookings, itineraries, and reservations
• Source and purchase items as required
• Provide general day-to-day support on personal matters as they arise

Qualifications

• 1–3 years of experience in an administrative, coordination, operations, or client-facing role; recent graduates with relevant experience will be considered
• Strong written and verbal communication skills, with the ability to represent the company professionally to clients and vendors
• Demonstrated ability to work independently, prioritize competing demands, and resolve problems with limited direction
• High level of organization and attention to detail
• Proficiency with email, calendar, and spreadsheet applications; ability to learn CRM and invoicing software quickly
• Discretion and sound judgment in handling confidential business and personal information
• Legally authorized to work in Canada without sponsorship
• Based in the Greater Toronto Area
• Access to a personal vehicle is considered an asset; mileage reimbursed at CRA rates

Working conditions

• Full-time, with general availability during standard business hours
• Hybrid arrangement: approximately one to two days per week in the Toronto office, remainder remote
• The office is expected to relocate within the Greater Toronto Area
• Regular local travel required for errands and in-person coordination

Compensation

• $55,000 – $65,000 annually, commensurate with experience
• Performance and compensation review at six months
• Mileage reimbursement