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 principalsâ 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 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
Bookkeeping and Data Entry
- 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
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.
- Experience with QuickBooks Online, Shopify or Klaviyo is an asset
- Exposure to shipping, freight, or import and export documentation is an asset
- 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
Please send your resume along with a short note - no more than a few sentences - describing a time you caught a mistake before it became a problem. Applications without a note will not be reviewed.
Compensation Range: base salary of $60,000 - $75,000 CAD, plus bonus potential (salary is based on a number of factors including job-related skills, experience and qualifications)
Existing Job Opening: this job posting is for an existing vacancy.
AI Use: Klass Capital may use artificial intelligence (AI) technologies to support parts of the hiring process. This may include AI assisting in the review of applications, analyzing resumes and improving the recruitment process. These tools assist our talent team but do not replace human judgement. All hiring decisions are made by human team members.
Klass is committed to a diverse and inclusive workplace. Klass is an equal opportunity employer committed to a barrier-free recruitment and selection process. We believe that getting to the best outcomes requires diverse perspectives and backgrounds. We encourage applications from everyone regardless of race, religion, color, national origin, gender, sexual orientation, age, marital status, or disability status. Klass provides an accessible candidate experience. If you require any accommodations or adjustments throughout the recruitment/interview process and beyond, please let us know.
