Job Description

Executive Assistant / Junior Chief of Staff (Part-Time, Hybrid)

Location: Burlington / Hamilton / Oakville

$18-$22 per hour + Commission | Opportunity to Grow Full-Time

About Us

We are a fast-growing creative production agency looking for a highly organized and energetic

Executive Assistant / Junior Chief of Staff

to support one of our Partners (Matt) and help drive operational excellence across the organization. Our projects span video production, marketing deliverables, and client-facing creative campaigns. This role is central to our internal structure, communication, and client experience.

This is a

part-time hybrid role

with

2-3 in-person days per week

, based in the Burlington/Hamilton/Oakville region. The right candidate will have the opportunity to transition into a

full-time position

as the company continues to grow.

Position Overview

You will act as the operational right hand to leadership, supporting with project coordination, team organization, client communication, and sales funnel management. This role is ideal for someone who thrives in a structured environment, enjoys bringing order to moving pieces, and feels confident interacting with clients and internal teams.

You will start with strong support and training but will gradually be trusted to make independent decisions, run internal meetings, and become a core pillar of the company's operations.

Responsibilities

Executive Support

Manage communications and inbox organization; draft emails in leadership's voice. Organize, prepare, and prioritize Matt's tasks and action items. Assist with documentation, scheduling, and administrative support.

Project Coordination

Track timelines and deliverables for active client projects. Coordinate with 6 internal team members to ensure deadlines are met. Maintain and update project boards and workflows in

Notion

. Assist in running weekly internal standups (and eventually lead them). Prepare internal reports, summaries, and operational updates.

Client Communication (Long-Term)

Act as a professional and confident point of contact for clients. Share project updates, collect assets, and ensure clarity throughout production. Maintain client satisfaction through proactive communication and organization.

Team & Operational Support

Track team hours through

Clockify

and compile weekly reports. Coordinate internal communications via

Slack

. Assist with light administrative duties in

QuickBooks Online

.

Sales Support (Commission Eligible)

Manage inbound leads through the sales funnel. Conduct light outbound outreach and follow-ups. Prepare proposals, quotes, and documentation (Excel, Word, Gamma). Commission bonuses available for strong closers.

Required Qualifications

1-3 years of relevant experience (EA, administrative support, hospitality supervisor, project coordinator). Strong written and verbal communication skills; polished and client-ready. Highly organized, proactive, and detail-oriented (Type A preferred). Comfortable coordinating multiple projects simultaneously. Outgoing, professional, and energetic personality. Experience with (or ability to quickly learn):

Notion

Slack

Clockify

QuickBooks Online

Excel & Word

Gamma

Hospitality background is a strong asset.

Hours & Location

20 hours per week (Part-Time)

Hybrid

: 2-3 days per week in person Must be local to

Burlington, Hamilton, or Oakville

Driving is Required

EST time zone

Compensation & Growth

$18-$22 per hour

, depending on experience (This can grow with time)

Commission opportunities

for sales assistance and closing deals

Clear pathway to full-time employment

for high-performing candidates Increasing responsibility and autonomy as the role evolves

Who This Role Is Perfect For

A highly organized, energetic professional who loves structure. Someone with a hospitality mindset who enjoys supporting clients and leadership. A proactive communicator who can keep teams aligned and projects moving. A motivated individual looking to grow into a key operations role within a creative agency. Self-starter who isn't afraid to take initiative
Job Type: Part-time

Pay: $18.00-$22.50 per hour

Expected hours: No more than 20 per week

Benefits:

Casual dress Flexible schedule On-site parking Paid time off
Language:

English (preferred)
Licence/Certification:

Driving Licence (preferred)
Location:

Burlington, ON (preferred)
Work Location: Hybrid remote in Burlington, ON