Jr. Executive Assistant

TDS Personnel; Georgetown; On-site; CAD 45,000 - 60,000; Full time

Job summary

A growing import/export firm in Georgetown, Ontario, seeks a Jr. Executive Assistant to support the President. This role involves managing schedules, coordinating travel, and handling various administrative tasks in a fast-paced environment. Candidates should have 1-3 years of experience, excellent organizational skills, and proficiency in Microsoft Office. The position offers opportunities for career development within a supportive culture.

Qualifications

• 1-3 years of administrative experience in a fast-paced environment.
• Highly detail-oriented and organized with excellent time management skills.
• Eagerness to learn and take on new tasks as they arise.

Responsibilities

• Manage the President's calendar and ensure all commitments are met.
• Schedule in-person meetings, remote sessions, and calls.
• Act as first point of contact for customers.
• Coordinate travel within North America and Europe.
• Prepare expense reports for reimbursement.
• Assist with various administrative duties.

Skills

Communication and interpersonal skills

Organizational skills

Problem-solving skills

Time management and prioritization

Microsoft Office proficiency

Education

Post-secondary education

Job description

Our client, an import/exporter of raw materials for the commercial manufacturing sector is seeking a Jr. Executive Assistant to join their team. The company has seen continuous growth over the past 10 years and has a culture of support, flexibility and drive.

The president is seeking an Executive Assistant that can ensure that day-to-day business activities run smoothly. This individual will work with the team and outside stakeholders to provide high-quality support and execute a variety of responsibilities as outlined below. This is an exciting opportunity for a driven professional keen to contribute to the next chapter of the firm’s growth and develop their own career.

The ideal candidate has 1-3 years of experience in a comparable role, exceptional communication and interpersonal skills and a demonstrated ability to operate with judgment, discretion and initiative in a fast-paced environment. Success in this role requires excellent organizational skills, attention to detail and the ability to solve problems thoughtfully and independently.

DUTIES & RESPONSIBILITIES

• Manage the President's calendar, their meetings and calls, and ensure that all commitments are met.
• Schedule and set up in-person meetings, remote video sessions, and calls, and communicate the agenda clearly with all meeting participants.
• Act as a first point of contact for customers looking to speak with the President.
• Coordinate all travel within North America and Europe on a regular basis including flights, accommodation, car service and customer meetings.
• Travel with the President to attend all customer meetings to ensure proper set up, capture meeting notes and communicate action items as a follow up.
• Assist with customer prospecting by researching companies in advance of meetings.
• Provide the President with useful notes that capture customer talking points.
• Ensure customer database is updated with all new notes and pull reports as requested.
• Prepare and submit expense reports for reimbursement on an ongoing basis.
• Assist with various administrative duties in support of running the office.
• Collaborate with larger to ensure smooth coordination with internal specialists and resources.
• Maintain an organized system for digital document storage, ensuring invoices, contracts and other materials are accurately archived and easily accessible.
• Assist President with some personal support during the business day, run errands, arrange dinner reservations, personal research and other ad hoc requests.

REQUIREMENTS

• Post-secondary education required
• 1-3 years of administrative experience in a fast-paced environment
• Highly detail-oriented and organized with excellent time management and prioritization skills
• An eagerness to learn and take on new tasks as they arise
• The ability to travel to North America (1-2 X per month) and Europe (once per quarter) periodically for short periods of time
• Ability to work effectively across all Microsoft office platforms

TDS Personnel is an equal opportunity employer and is committed to providing employment in accordance with the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act. Accommodations within reason due to a disability or medical need are available on request for candidates taking part in the recruitment process.