ONLY OPEN TO FILIPINO CANDIDATES
Position : Executive Assistant
Work Hours (Client) : Monday to Friday; 8am to 5pm (sometimes could be 9am to 6pm)
Occasional Saturdays may be required.
Additional OT may be required to meet project/assignment deadlines.
Pay Range : $1000-$1300/month (depending on interview assessment and client's approval) Please take note that pay will be given in USD
Company/Client Overview:
Luxury furniture/home decor company based out of Toronto Ontario, and have been in business since 1919.
Our company predominately works with the Interior Designer, Builder and Architect community, and serves the end user through this network of trade.
Our business consists of 5 different banners, Elte Furniture/Accessories, Elte Rugs, Mkt (pronounced Market), Ginger's, B&B Italia/Max Alto + Cassina, each of these banners consists of their own showrooms within the toronto area.
Today 90% of our business is done within the Toronto, we will serve clients in other markets predominately in the US and the Caribbean region in a situation where a Toronto based client owns multiple homes. However it is our aspiration in the next few years to expand our operations into the US through a direct sale model
Duties and Responsibilities:
- Expert in calendar management
- Ability to draft and organize email responses.
- Ability to understand and turn email responses into tangible tasks, and delegate as appropriate.
- Handle incoming calls and correspondence, directing inquiries as appropriate.
- Prepare and edit memos, emails, announcements, presentations, and other documents as appropriate.
- Arrange and coordinate meetings, and events, including preparing agendas and minutes
- Attend meetings to take detailed minutes, and follow up on action items.
- Assist in direct support of six director-level reports.
- Facilitate internal communication within teams
- Support Sales and marketing initiatives, projects, presentations
- Collaborate with sales teams to compile and analyze sales reports and data
- Assist in the development and implementation of marketing strategies
- Coordinate and manage client meetings, including preparation of meeting material
- Maintain inbox, and OneDrive organization to ensure proper filing for accuracy + confidentiality
- Process invoices, expense reports, and other basic accounting functions
- Identify opportunities for process improvement within the department and company
- Stay updated with industry trends to provide insights for sales and marketing strategies.
- Handles special administrative projects and work overflow as required.
- Minor personal task delegation to ensure the VP can focus on business-critical priorities.
- Appointment Management
- Light personal email correspondence
Minimum Requirements:
- At least 5-7 years of experience as an Executive Assistant (must reflect on resume)
- Proficiency with Microsoft Suite, Outlook, Word, Excel, Powerpoint, Teams
- Proficiency with Salesforce CRM Tool, particularly with Sales Cloud
- Experience supporting NA based Executive Teams (more than 1 Person)
- Experience supporting a team
- Proficiency in Excel formulas, pivot tables, data analytics
- Experience leveraging AI tools such as ChatGPT, and DALL.E to work effectively.
- Ability to build/customize GPTs
- Understanding of how to leverage different pre-built GPTs
- How to optimize AI Usage
- Experience with Project Management Tools such as Asana, Trello, Monday
- Knowledge and understanding of how to read and analyze financial reporting, including PnL + Balance Sheet
- Ability to learn additional industry-relevant software and tools (Storis)
- Ability to troubleshoot basic technology issues.
- Experience building presentation decks that are internal and external facing
- Resourceful and fast learner
- Able to respect confidentiality and a high level of discretion.
- Flexible to adapt to changing priorities and business needs
- Exceptional organization and time-management skills
- Strong written and verbal communication skills, as an individual could/will be client-facing.
- Experience working in a sales/retail environment prior to becoming an EA would be an asset.
Technology Requirements
- Have their own PC or Laptop
- RAM Min – 8GB (16GB Recommended)
- Core I5 or better Processor
- Access to own reliable high speed internet
