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 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 customer coordination, basic bookkeeping, and light content 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 variety, is tech-savvy, and enjoys working independently behind the scenes to keep things running smoothly.

 

Key Responsibilities

 

Executive Support & Admin

• Manage calendar, inbox, task list, and follow-ups for the executive
• Draft and organize email responses and internal communications
• Attend virtual meetings to take notes and track action items
• Keep priorities in check and ensure timely completion of tasks

 

Customer & Lead Coordination

• Send follow-up emails and make outbound calls to customers/leads (scripts and tools provided)
• Answer incoming calls 
• Assist with sales prep and progress tracking using HubSpot
• Maintain clean, accurate, and well-tagged CRM records

 

Back-Office Admin & Finance

• Track expenses, follow up on invoices, and perform basic QuickBooks Online tasks
• Maintain organized folders and records
• Assist with light logistics, ordering, and scheduling

 

Social Media & Communication

• Schedule light social media content (e.g., using templates on Instagram/Facebook)
• Support occasional email newsletters and promotional content

 

Tool Management & Process Optimization

• Work confidently within HubSpot, Outlook, Excel, QuickBooks Online, and Dialpad
• Help create or update templates, processes, and light automations to improve efficiency

 

Requirements

• 2+ years of experience in an executive assistant, administrative, or operations support role
• Excellent written and verbal communication skills
• Comfortable making occasional outbound calls
• Strong organizational skills and attention to detail
• Ability to work independently with minimal supervision
• Bonus: Canva and social media scheduling tools
• Proficiency in:

1. HubSpot (or similar CRM)
2. Outlook (calendar & email)
3. Excel
4. QuickBooks Online (QBO)
5. Dialpad (or similar VoIP tools)

 

Independent Contractor Perks

• Permanent work-from-home setup
• HMO coverage in eligible locations
• Immediate hiring