Job Description
This is a remote position.
Schedule :
- Monday to Friday, 8 : 00 AM to 5 : 00 PM (includes 1-hour unpaid break)
- Timezone : MST (Calgary, Alberta)
- Total weekly hours : 40 Hours
Client Overview
Our client is seeking a sharp, proactive and highly organized Executive Assistant to take ownership of key administrative tasks and help streamline a fast-paced, sales-driven day. You’ll play a critical role in freeing up the executive’s time by handling everything from inbox and calendar management to sales / customer coordination, basic bookkeeping, and light content / marketing scheduling. You’ll be working directly with the business owner and collaborating with a small, efficient team. This role is perfect for someone who thrives on owning and improving processes, is tech-savvy, and enjoys working independently behind the scenes to keep things running smoothly.
Key Responsibilities
Manage calendar, inbox, task list, and follow-ups for the executiveDraft and organize email responses and internal communicationsAttend virtual meetings to take notes and track action itemsKeep priorities in check and ensure timely completion of tasksPrioritize accuracy before speed in all tasks, and use provided SOPs and Loom videos to ensure every task is done right the first time.Send follow-up emails and make outbound calls to customers / leads (scripts and tools provided)Answer incoming calls and receptionAssist with sales prep and progress tracking using HubSpotMaintain clean, accurate, and well-tagged CRM recordsDemonstrate a high degree of contextual awareness when communicating with leadsand customers, ensuring every message is aligned with the specific situation and thecustomer's journey.Back-Office Admin & Finance
Track expenses, follow up on invoices, and perform basic QuickBooks Online tasksMaintain organized folders and recordsAssist with light logistics, ordering, and schedulingMaintain meticulous records and follow strict file-naming conventions to ensure allinformation is easily accessible.Social Media & Communication
Schedule light social media contentSupport occasional email newsletters and promotional contentTool Management & Process Optimization
Work confidently within HubSpot, Gmail, Excel, QuickBooks Online, and DialpadHelp create or update templates, processes, and light automations to improve efficiencyContribute to our culture of continuous improvement by identifying opportunities toenhance existing workflows and proposing solutions to recurring issues.Requirements
2+ years of experience in an executive assistant, administrative, or operations support roleAverage retention in previous roles of >2 yearsExcellent written and verbal English communication skillsProven ability to follow a precise, step-by-step process.A proactive mindset with a track record of finding solutions independently before escalating an issue.Comfortable making outbound cold callsStrong organizational skills and attention to detailAbility to work independently with minimal supervisionBonus : Canva and social media scheduling toolsProficiency in :
HubSpot (or similar CRM)Google WorkspaceExcelQuickBooks Online (QBO)Dialpad (or similar VoIP tools)Independent Contractor Perks
HMO Coverage for eligible locationsPermanent work-from-homeImmediate hiringZR_27721_JOB
Requirements
