Executive Assistant

Personal Executive Virtual Assistant Salary: $1000 CAD
Work Hours: 40 hours/week

Read the full job posting – fill out the full and complete application process, incomplete applications will not be contacted.

I am looking for a highly organized and proactive Executive Assistant to support myself, the founder, Lucas in various administrative, communication, project management and copywriting tasks. This role is critical in ensuring that Lucas stays organized, files are meticulously managed, tasks are efficiently organized, and communication is streamlined. The ideal candidate will possess a blend of excellent copywriting skills, exceptional organization, exceptional project management skills and understands that stepping into this role requires the candidate to be proactive and take initiative in creating the roles structure and learning the specifics and functions of the business as it operates.

We are a real estate investment firm managing a diverse portfolio in Southern Ontario, including commercial rental units and short-term rental apartments. Our strategic vision encompasses three phases: launching two Investment Funds focused on land development in Northern Ontario (short-term), establishing an investment fund and a cooperative organization for building and preselling homes (medium-term), and developing high-performance, low-carbon, affordable homes (long-term). From 2020-2024, we have developed expertise in low-carbon construction and high-performance building technologies. We believe real estate should serve social and environmental benefits, integrating sustainable practices to demonstrate that development can coexist harmoniously with environmental stewardship.

Applicants: You will be stepping into a role that is yet to be created, working with a founder that is extremely busy with a broad range of responsibilities. You must have the capacity to work in environment that is not perfectly structured. You will be expected to participate in building the structure of your role. You will have a vital position of maintaining the organization and broader scope of tasks associated to the projects and ongoing functions of the business. You will have reoccurring daily responsibilities as well as free periods where initiative must be taken on completing tasks. You will not have everything micromanaged or individually delegated to you. I am looking for someone that desires to attain mastery over self, have an exceptional level of personal accountability and a relentless drive towards excellence. You must thrive in being self led. I do not want a team member that needs to be spoon fed every task and that is afraid of taking action and making mistakes.

This will be an uncomfortable role and require dedication, growth and focus, but it also will have significant opportunity for significant reward, skill development, autonomy and professional advancement.

Key Responsibilities:
Task & Project Management: Keep track of Lucas’s tasks and projects, assisting with project management and ensuring timely completion.

Email Correspondence: Manage meeting follow-ups, scheduling, and general email communications.

Schedule and Calendar Management: Ensure Lucas’s schedule is efficiently organized and managed, incorporating both personal and professional commitments.

File Organization: Keep files organized and accessible, including managing documents received via email across platforms such as Google Drive.

General Administrative Tasks: Perform tasks such as locating and organizing important documents from team members or partners, including insurance files, mortgage statements, and past reports. This is directly related to Email Correspondence, Task Management and email correspondence.

Travel Scheduling: Manage travel arrangements, including flights and hotel bookings, based on pre-established criteria.

Meeting Minutes: Summarize meeting minutes into actionable deliverables and update task tracking systems accordingly. Utilize the Click to view app to organize tasks and record the RP (Responsible party)

Investor Reporting: Assist in developing templates, compiling information, and drafting reports for stakeholders, coordinating with team members to gather necessary data. Reporting is completed on a monthly, quarterly and annual basis.

Research: Conduct online market research as needed for projects or initiatives, capable of leading discussions to effectively gather required information.

Skills and Knowledge:
– Project Management
– Excellent copywriting and written communication skills.
– Strong organizational abilities, including proficiency with Google Drive and Gmail, as well as experience with file organization systems.
– Experience with Notion
– Knowledge and experience with AI technology/software for managing writing, design, marketing, and advertisements.

Qualifications:
– At least 3 years experience as a Virtual Assistant or in a similar role, demonstrating a track record of managing administrative tasks, communication, and project management.
– At least 3 years experience with Project & Task Management
– Demonstrated ability to handle confidential information with discretion and professionalism.
– Ability to work independently, prioritize tasks, and manage time effectively.
– Strong interpersonal skills and the ability to communicate effectively with a wide range of individuals.

Attitude:
The ideal candidate for the Virtual Assistant role will embody a set of core attitudes and personal attributes that are vital for personal growth and the effective execution of their responsibilities:
– Growth-Oriented: Demonstrates a robust drive for personal development, actively seeking opportunities to enhance
skills and knowledge.
– Independently Motivated: Shows initiative in learning and expanding their thought processes without the need for
constant oversight.
– Adaptable Mindset: Possesses the willingness to transcend current ways of thinking and embraces innovative
approaches and solutions.
– Self-Led Learning: Takes charge of their own professional development by identifying and cultivating new skills essential
for the role’s success.
– Highly Organized: Maintains exceptional organizational skills, which reflect in their work and ability to manage multiple
tasks efficiently.
– Commitment to Continuous Learning: Already engaged in self-improvement through regular reading, listening to
audiobooks, or participating in online courses as part of their daily or weekly routine.
– Must be reachable Monday to Friday between 9am – 5:00pm Eastern Standard Time

Benefits:
– Flexible working hours as long as you are reachable during the time stated above. Flexible Vacation, if you need time off just let me know.
– Significant opportunity to advance, if you do a good job I will give you a raise and bonuses.
– Work directly with the CEO

How To Apply
Don’t Email Me – This will disqualify your application.
Instead, apply by filling out this form: Click to view/yUapsVtaZmPWeTAZ9

Once I review your information, I will email you to continue the interview process. Agencies are NOT ELIGIBLE for this position.

I appreciate your attention to the requirements and look forward to reviewing your application..