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Role Overview

PONY Communications is hiring a full-time Executive Assistant based in Canada to provide comprehensive support to the CEO/owner. This role is dynamic, involving a mix of administrative, financial, operational, and personal management tasks, requiring a versatile and highly organized individual.

Key Responsibilities

Manage executive inboxes and calendars, prioritize appointments, and oversee communications
Handle email correspondence and coordinate follow-ups with internal teams, clients, and partners
Schedule meetings, calls, travel arrangements, accommodations, and business events
Liaise with external professionals such as accountants, bankers, lawyers, and insurance providers
Monitor important deadlines, registrations, renewals, and recurring tasks
Organize digital files, receipts, statements, and business documents
Support bookkeeping and accounting activities for both personal and corporate accounts
Track financial transactions including invoices, payments, and contractor compensations
Maintain financial documentation and assist with tax preparation and payroll processes
Manage subscriptions, utilities, insurance policies, mortgage renewals, and other recurring costs
Assist with business operations including team events and client gifting
Coordinate logistics for meetings, travel, and company events
Handle household scheduling, medical appointments, insurance submissions, and family-related logistics
Maintain confidentiality and professionalism while managing overlapping priorities in a fast-paced environment

Qualifications & Skills

Minimum High School Diploma; Business Administration Diploma is advantageous
At least 2 years of experience in executive assistant or related roles
Proficient with Google Workspace and Mac operating systems
Fluent in English, both spoken and written

Job Requirements

Must be a Canadian citizen or legally authorized to work full-time in Canada (student visa holders not eligible)
Reside within Canada
Availability to work Monday through Friday, from 8:00 AM to 4:30 PM PST

Compensation and Benefits

Health and wellness benefits after completing a 90-day probation period
RRSP contributions after one year of employment

Executive Assistant

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