Job Description – Executive AssistantPosition TitleExecutive AssistantReports ToCo-FounderLocationHamilton, Ontario (In-Person)Position SummaryWe are seeking a highly organized, proactive, and detail-oriented Executive Assistant to support the Co-Founder in managing daily business operations, communications, scheduling, and administrative responsibilities. This individual will serve as a trusted partner, ensuring priorities are executed efficiently while helping maintain a high level of organization across multiple projects and business functions. The ideal candidate is resourceful, tech-savvy, an excellent communicator, and thrives in a fast-paced entrepreneurial environment.Key ResponsibilitiesExecutive Support
- Manage the Co-Founder's daily calendar, meetings, and appointments.
- Coordinate business and personal travel arrangements, accommodations, and itineraries.
- Prioritize emails and draft professional responses.
- Prepare meeting agendas, presentations, and briefing materials.
- Take meeting notes and track action items to completion.
- Handle confidential information with the highest level of discretion.
Email & Communication Management
- Monitor and organize multiple email inboxes.
- Draft customer, supplier, and internal communications.
- Prioritize urgent requests and escalate critical matters when necessary.
- Prepare daily or weekly summaries of key communications and outstanding items.
Project Coordination
- Track projects, milestones, and deadlines across departments.
- Coordinate with internal teams, customers, suppliers, and external partners.
- Maintain project trackers and ensure timely follow-up on action items.
- Support the execution of new business initiatives and special projects.
Administrative Support
- Prepare reports, spreadsheets, presentations, and business correspondence.
- Organize digital and physical filing systems.
- Maintain contracts and important company documentation.
- Develop and update standard operating procedures (SOPs).
- Assist with expense reporting and administrative record-keeping.
Sales & Customer Support
- Assist in preparing quotations, proposals, and presentations.
- Coordinate customer meetings and follow up on opportunities.
- Maintain accurate CRM records.
- Support marketing and business development initiatives as required.
Research & Business Analysis
- Conduct market and competitor research.
- Gather supplier and pricing information.
- Prepare comparison reports and business summaries.
- Identify opportunities to improve operational efficiency.
Technology & AI Utilization
- Leverage AI tools such as ChatGPT to improve productivity.
- Draft and edit documents using AI-assisted workflows.
- Summarize lengthy documents into concise executive briefings.
- Recommend new technologies and process improvements to enhance efficiency.
QualificationsRequired
- Minimum 3 years of experience as an Executive Assistant, Administrative Assistant, or similar role.
- Exceptional written and verbal communication skills.
- Strong organizational and time management abilities.
- Ability to manage multiple priorities in a fast-paced environment.
- High attention to detail and accuracy.
- Professionalism, discretion, and sound judgment when handling confidential information.
Technical Skills
Proficiency with:
- Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
- Microsoft Teams and Zoom
- ChatGPT and other AI productivity tools
- Project management software (Asana, Monday.com, ClickUp, or similar)
- Adobe Acrobat
- Canva
- CRM platforms (HubSpot, Salesforce, Zoho, or similar)
Core Competencies
- Exceptional organization and planning skills
- Strong problem-solving abilities
- Initiative and accountability
- Professional communication
- Adaptability and flexibility
- High level of integrity and confidentiality
- Strong attention to detail
- Customer-focused mindset
Key Performance Indicators (KPIs)
- Timely and professional management of executive communications.
- Effective calendar management with minimal scheduling conflicts.
- Completion of assigned tasks and follow-ups by agreed deadlines.
- Accurate preparation of reports, presentations, and meeting materials.
- Improved executive productivity through proactive support and organization.
Compensation & Benefits
- Competitive salary based on experience.
- Paid vacation and statutory holidays.
- Professional development and training opportunities.
- Opportunity to work closely with the leadership team of a growing manufacturing company.
Why Join Us?
This is an opportunity to work directly with the Co-Founder of a rapidly growing beverage manufacturing and packaging company. You'll gain exposure to executive decision-making, sales, operations, manufacturing, supply chain, finance, and business strategy while playing a key role in the company's continued growth. As the company expands, this role offers significant opportunities for career advancement into senior administrative, operations, or leadership positions.
Pay: $40,000.00-$60,000.00 per year
Benefits:
Work Location: In person
