Junior Executive Assistant

Jobtailor

Toronto

On-site

CAD 52,000 - 75,000

Full time

4 days ago

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Job summary

Jobtailor in Toronto is seeking an experienced Executive Assistant to support the principals with personal, property, and business matters while coordinating travel, calendars, and documentation for a luxury jewelry brand.

The role emphasizes strong Excel proficiency, attention to detail, and the ability to work independently within established systems. Some after-hours availability and privacy-sensitive work are part of the position.

Qualifications

Requires 1–4 years as an Executive Assistant, Personal Assistant, Administrative Assistant, or similar role.
Post-secondary education or equivalent practical experience.
Strong Excel skills are required.
Technically savvy with computers and mobile devices.
Experience with QuickBooks Online, Shopify or Klaviyo is an asset.

Responsibilities

Support the Senior Executive Assistant with day-to-day administration of the principals’ personal, property, and business matters.
Assist with operations of a growing luxury jewelry brand.
Maintain calendar knowledge to schedule and sequence tasks correctly.
Research, book, and coordinate flights, hotels, ground transportation, and restaurant reservations.
Prepare itineraries and travel documents and confirm bookings.
Handle time-sensitive errands, deliveries, courier drop-offs, pick-ups, and appointment bookings.
Support logistics across multiple personal properties.
Collect, sort, scan, file, and route incoming mail.
Manage document filing and databases of documents, contracts, agreements, and checklists.
Order office supplies.
Draft professional emails and correspondence.
Prepare documents, forms, and applications and track renewals and deadlines.
Retrieve information and compile documents from records and email.
Research and summarize vendors, services, and pricing into recommendations.
Maintain task lists and provide concise status updates.
Prepare shipping and customs documentation, including commercial invoices, packing lists, export declarations, and insurance certificates.
Create FedEx and courier labels and verify shipment details.
Track domestic and international shipments and elevate delays, customs holds, and clearance issues.
Correspond with carriers, brokers, and vendors.
Maintain digital records of shipping documents, tracking numbers, duties, and freight costs.
Enter and categorize transactions in QuickBooks Online
Organize receipts and invoices and follow up on missing items
Track expenses, payments, and credit card statements in Excel
Update inventory, expense, shipment, and sales spreadsheets
Prepare sales invoices and assist with e-commerce inventory tracking

Skills

Strong Excel

Attention to detail

Organizational skills

Communication skills

Time management

Research skills

Self-motivated

Independent work

Privacy & discretion

Education

Post-secondary education or equivalent

Tools

QuickBooks Online

Shopify

Klaviyo

Excel

Job description

Support the Senior Executive Assistant with day-to-day administration of the principals’ personal, property, and business matters
Assist with operations of a growing luxury jewelry brand
Maintain calendar knowledge to schedule and sequence tasks correctly
Research, book, and coordinate flights, hotels, ground transportation, and restaurant reservations
Prepare itineraries and travel documents and confirm bookings
Handle time-sensitive errands, deliveries, courier drop-offs, pick-ups, and appointment bookings
Support logistics across multiple personal properties
Collect, sort, scan, file, and route incoming mail
Manage document filing and databases of documents, contracts, agreements, and checklists
Order office supplies
Draft professional emails and correspondence
Prepare documents, forms, and applications and track renewals and deadlines
Retrieve information and compile documents from records and email
Research and summarize vendors, services, and pricing into recommendations
Maintain task lists and provide concise status updates
Prepare shipping and customs documentation, including commercial invoices, packing lists, export declarations, and insurance certificates
Create FedEx and courier labels and verify shipment details
Track domestic and international shipments and elevate delays, customs holds, and clearance issues
Correspond with carriers, brokers, and vendors
Maintain digital records of shipping documents, tracking numbers, duties, and freight costs
Enter and categorize transactions in QuickBooks Online
Organize receipts and invoices and follow up on missing items
Track expenses, payments, and credit card statements in Excel
Update inventory, expense, shipment, and sales spreadsheets
Prepare sales invoices and assist with e-commerce inventory tracking

Requirements

One to four years of professional experience as an Executive Assistant, Personal Assistant, Administrative Assistant, Office Coordinator, Office Manager, Operations Coordinator, or in a similar role
Post-secondary education, or equivalent practical experience
Strong Excel spreadsheet skills required
Technically savvy with computers, phones, tablets, and related technology
Experience with QuickBooks Online, Shopify or Klaviyo is an asset
Exposure to shipping, freight, or import and export documentation is an asset
Exceptional attention to detail
Highly organized and able to work within established systems and complete tasks on time
Highly resourceful and comfortable researching new topics
Strong written and verbal communication skills
Self-motivated and able to work independently
Flexible, highly responsive, and able to work beyond standard business hours if needed
Ability to handle competing priorities and work under pressure with good judgment
Commitment to privacy, confidentiality, integrity, and discretion
Valid Ontario driver’s license and access to a reliable vehicle for occasional errands
Resume accompanied by a short note describing a time a mistake was caught before becoming a problem

Core Competencies

Demonstrates strong organizational and administrative capabilities, with expertise in managing schedules, logistics, and documentation for personal and business matters. Proficient in Excel and QuickBooks Online, with a commitment to detail and confidentiality.

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