Job Description

About the Role:

We are seeking a highly skilled, sophisticated, and efficient Executive Assistant to

provide exceptional support in a dynamic and fast-paced environment. The ideal

candidate is sharp, adaptable, and detail-oriented, with a strong background in

administrative support, computer proficiency, financial tracking, and organizational skills.

This role is not just about assisting it is about curating and maintaining a seamless,

professional workflow. The right candidate will be a refined professional who upholds

high standards in both work ethic and presentation, ensuring executive tasks are

managed with discretion, efficiency, and intelligence.

This role requires:

Strong computer skills (Excel, Word, PowerPoint, CRM software)

Excellent mathematical and analytical abilities

A quick learner with the ability to adapt to evolving needs

Driving capabilities for occasional work-related travel

Confidentiality; Must sign a Non-Disclosure Agreement (NDA)

A 6-month probationary period to assess fit and performance

Key Responsibilities:

1. Executive Administrative Support

Maintain an organized and structured schedule for the executive, including meetings,

deadlines, and task prioritization.

Provide real-time reminders for appointments and urgent matters.

Prepare professional correspondence, reports, and documentation with impeccable

attention to detail.

Handle email management, drafting responses and filtering priority messages.

2. Financial and Invoice Management

Track, file, and organize invoices with precision.

Assist in expense management and financial organization.

Utilize mathematical and analytical skills to ensure financial accuracy.

3. Training & Leadership

Assist in training junior property managers, ensuring they receive full training to be capable of training others.

Create and maintain training documents, guidelines, and standard operating procedures for junior staff.

Act as a mentor and leader, maintaining a structured onboarding approach.

4. Data and Computer Management

Manage databases, spreadsheets, and reporting systems with efficiency.

Use advanced Microsoft Office Suite, CRM platforms, and data entry software.

Keep electronic files organized and ensure easy access to important documents.

5. Travel Errands

Provide occasional transportation assistance for professional tasks.

Handle executive-related errands with discretion.

Ensure logistics and planning for meetings, appointments, and off-site events.

6. Confidentiality and Professionalism

Handle sensitive information with the highest level of discretion and professionalism.

Must sign a Non-Disclosure Agreement to protect business operations.

Ensure all communications and interactions reflect class, sophistication, and

professionalism.

Requirements - The Ideal Candidate Must Have:

Computer Proficiency: Strong skills in Microsoft Office Suite (Excel, Word, PowerPoint,

Outlook), CRM systems, and data organization software.

Mathematical Analytical Ability: Must be comfortable working with numbers,

calculations, and financial tracking.

Organization Multitasking: Ability to manage multiple responsibilities with efficiency

and attention to detail.

Driving License: Must have a valid driver's license and be comfortable driving when

needed.

Availability: Flexibility to handle occasional urgent matters outside of standard working

hours when necessary.

Job Type: Full-time

Pay: $54,000.00-$60,000.00 per year

Benefits:

Dental care
Ability to commute/relocate:

Oakville, ON L6J 3G4: reliably commute or plan to relocate before starting work (preferred)
Experience:

Executive Assistant : 3 years (preferred)
Licence/Certification:

Class G Licence (required)
Location:

Oakville, ON L6J 3G4 (preferred)
Work Location: In person