Junior Executive Assistant

Role: JUNIOR EXECUTIVE ASSISTANT

Location:
Toronto - office located at Yonge & Bloor (3 days per week in the office)

Type:
Full Time / Permanent

Reports to:
Senior Executive Assistant

Compensation:
Competitive compensation package including health benefits plan and paid vacation

We are looking for an organized, resourceful and detail-obsessed Junior Executive Assistant to support the Senior Executive Assistant in the day-to-day administration of the principals’ personal, property and business matters, including the operations of a growing luxury jewelry brand.

This role works alongside and through the Senior Executive Assistant, who remains the point of contact for the principals, and assigns and oversees the responsibilities. This is a role with broad exposure to international logistics, bookkeeping, administrative assistance, e-commerce, executive support, and real responsibility from the start. The scope of work varies week to week and requires comfortable movement between tasks - from preparing shipping documentation to updating expense trackers, processing mail, and scheduling travel arrangements.

We are searching for someone who is professional, trustworthy, and who understands that confidentiality and discretion are essential in this role. The ideal candidate is a strong communicator with a positive, professional attitude, and exceptional organizational skills. A proactive, solutions-oriented mindset is essential.

This is an excellent opportunity for someone early in their executive support career who enjoys variety, thrives in a fast-paced environment, and is eager to take ownership of administrative, scheduling, and travel coordination responsibilities. We're looking for someone who is flexible, agile, and eager to learn. Someone who can easily adapt as priorities shift, and enjoys wearing many hats.

Responsibilities

Travel Coordination, Scheduling and Errands

• Maintain a working knowledge of the calendars in order to schedule and sequence tasks correctly
• Research, book and coordinate travel: flights, hotels, ground transportation, and restaurant reservations
• Prepare itineraries and travel documents, and confirm every booking ahead of departure
• Handle time-sensitive errands, deliveries, courier drop-offs, pick-ups and appointment bookings
• Support logistics across multiple personal properties

Office Administration & Executive Support

• Collect, sort, scan and file incoming mail, and route anything time-sensitive promptly
• Manage document management and filing, and maintain databases of documents, contracts, agreements and checklists
• Manage and order office supplies
• Draft clear, professional emails and correspondence
• Prepare documents, forms and applications, and track renewals, submission deadlines and follow-ups
• Retrieve information and compile documents, as requested, from records and email
• Research and summarize options - vendors, services, pricing - into a short, clear recommendation
• Maintain a running task list and provide concise status updates without prompting

Shipping, Customs and Vendor Administration

• Prepare shipping and customs documentation: commercial invoices, packing lists, export declarations, and insurance certificates
• Create Fed Ex and courier labels for shipments, ensuring declared values, addresses, and service levels are correct
• Track domestic and international shipments end-to-end and surface delays, customs holds, or clearance issues promptly
• Send follow-up correspondence to carriers, brokers, and vendors using established templates and processes
• Maintain organized digital records of shipping documents, tracking numbers, duties, and freight costs

Bookkeeping and Data Entry

• Enter and categorize transactions in Quick Books Online
• Collect, label, and file receipts and invoices, and follow up on missing items
• Track expenses, payments and credit card statements in Excel, allocating items to the correct categories
• Update existing tracking spreadsheets (inventory, expenses, shipments, sales) accurately and on schedule
• Prepare sales invoices and assist with inventory tracking for an e-commerce business

Requirements

• One to four years of professional experience as an Executive Assistant, Personal Assistant,…