Junior Executive Assistant

Klass•Toronto, ON

26d•CA$60,000 - CA$75,000•Hybrid

About The Position

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.

Requirements

One to four years of professional experience as an Executive Assistant, Personal Assistant, Administrative Assistant, Office Coordinator, Office Manager, Operations Coordinator, or in a similar role (administrative, support, luxury hospitality, concierge, etc.)
Post-secondary education, or equivalent practical experience
Strong Excel spreadsheet skills required
Technically savvy when it comes to computers, phones, tablets, tech, etc.
Detail oriented: ability to complete tasks to specifications and with obsessive attention to detail - you catch the wrong date, the transposed number, the missing signature
Highly organized: able to work within established systems and ensure tasks are done on time
Highly resourceful: you thrive when problem solving and completing tasks efficiently, and you are comfortable performing research on new topics
Strong communication skills: clear, concise and professional in writing and in person
Self-motivation: you tackle an assigned to-do list independently and close the loop without being chased
Flexibility: adapts successfully to changing situations, highly responsive, with the ability to work beyond standard business hours if needed
Ability to handle competing priorities and work under pressure with ease and good judgement
Proven commitment to the highest standards of privacy, confidentiality, integrity and discretion
Valid Ontario driver’s license and access to a reliable vehicle for occasional errands

Nice To Haves

Experience with QuickBooks Online, Shopify or Klaviyo is an asset
Exposure to shipping, freight, or import and export documentation is an asset

Responsibilities

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
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
Prepare shipping and customs documentation: commercial invoices, packing lists, export declarations, and insurance certificates
Create FedEx 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
Enter and categorize transactions in QuickBooks 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