Executive Assistant supporting Rockwell Automation’s AMR VP/GM. Managing calendars, travel, meetings, expenses, facilities, and administrative projects in a hybrid office role.
About the role
- Junior Executive Assistant supporting principals’ personal, property, and business matters. Coordinating travel, shipping, bookkeeping, and e-commerce administration for a luxury jewelry brand.
Responsibilities
- Support the Senior Executive Assistant with day-to-day administration of the principals’ personal, property, and business matters
- Assist with operations of a growing luxury jewelry brand
- Maintain calendar knowledge to schedule and sequence tasks correctly
- Research, book, and coordinate flights, hotels, ground transportation, and restaurant reservations
- Prepare itineraries and travel documents and confirm bookings
- Handle time-sensitive errands, deliveries, courier drop-offs, pick-ups, and appointment bookings
- Support logistics across multiple personal properties
- Collect, sort, scan, file, and route incoming mail
- Manage document filing and databases of documents, contracts, agreements, and checklists
- Order office supplies
- Draft professional emails and correspondence
- Prepare documents, forms, and applications and track renewals and deadlines
- Retrieve information and compile documents from records and email
- Research and summarize vendors, services, and pricing into recommendations
- Maintain task lists and provide concise status updates
- Prepare shipping and customs documentation, including commercial invoices, packing lists, export declarations, and insurance certificates
- Create FedEx and courier labels and verify shipment details
- Track domestic and international shipments and escalate delays, customs holds, and clearance issues
- Correspond with carriers, brokers, and vendors
- Maintain digital records of shipping documents, tracking numbers, duties, and freight costs
- Enter and categorize transactions in QuickBooks Online
- Organize receipts and invoices and follow up on missing items
- Track expenses, payments, and credit card statements in Excel
- Update inventory, expense, shipment, and sales spreadsheets
- Prepare sales invoices and assist with e-commerce inventory tracking
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
- Post-secondary education, or equivalent practical experience
- Strong Excel spreadsheet skills required
- Technically savvy with computers, phones, tablets, and related technology
- Experience with QuickBooks Online, Shopify or Klaviyo is an asset
- Exposure to shipping, freight, or import and export documentation is an asset
- Exceptional attention to detail
- Highly organized and able to work within established systems and complete tasks on time
- Highly resourceful and comfortable researching new topics
- Strong written and verbal communication skills
- Self-motivated and able to work independently
- Flexible, highly responsive, and able to work beyond standard business hours if needed
- Ability to handle competing priorities and work under pressure with good judgment
- Commitment to privacy, confidentiality, integrity, and discretion
- Valid Ontario driver’s license and access to a reliable vehicle for occasional errands
- Resume accompanied by a short note describing a time a mistake was caught before becoming a problem
Benefits
- Health benefits plan
- Paid vacation
- Bonus potential
- Diverse and inclusive workplace
- Barrier-free recruitment and selection process
- Accessible candidate experience and accommodations or adjustments throughout the recruitment/interview process and beyond
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