Administrative Executive Assistant

Job Description

Job Description

About the Company

We are UpSkill Trainers Inc., an upskilling company dedicated to helping individuals excel in today's competitive job market.

Our services focus on connecting job seekers with employers in specialized trades. We provide candidates with tailored mentorship, comprehensive training programs, and financial aid when necessary.

Our mission is to build strong partnerships with skilled trades employers and support individuals in need through educational partnerships.

Job Overview

Salary offered : Above market compensation

We are seeking a versatile and reliable Office Manager / Executive Assistant to manage a blend of office-based responsibilities and occasional field tasks.

This role requires a motivated individual with great analytical and communication skills who can effectively handle administrative duties, support sales and customer service, manage basic accounting tasks and assist with office logistics.

A vehicle is essential for this position, as it includes tasks that require transportation between vendors and event sites.

Please do not apply if you do not have a car. Must be AVAILABLE FOR EVENINGS / WEEKENDS as required by the business.

Key Responsibilities :

Personal Assistant to Management

• Support managers by assisting with scheduling, travel arrangements, and managing correspondence.
• Handle confidential and time-sensitive requests with a high level of discretion and efficiency.
• Proactively manage managers’ calendars, ensuring smooth coordination of appointments and meetings.

Client Relations & Office Management

• Make inbound and outbound calls to engage with clients.
• Build and maintain strong relationships with both new and existing clients.
• Provide excellent customer service by addressing client inquiries and ensuring satisfaction.
• Use Maximizer (CRM) or similar software to manage sales transactions and client data.

Sales & Documentation

• Maintain organized records of sales transactions and related documentation.
• Assist with the preparation of necessary paperwork for both internal and external audits.

Accounting Support

• Oversee accounts payable and receivable, ensuring timely processing of invoices and collections.
• Accurately record transactions, including sales, purchases, receipts, and payments, in the company’s accounting system.

Field & Logistics Support

• Visit vendors to pick up office supplies or other required items as needed.
• Assist with the setup and transportation of materials for job fairs or other office events.
• Help with moving equipment or rearranging the office space during events or reorganizations.

Requirements :

• Must be a Jack of all trades / willing to learn new things.
• Must have a car to perform field duties and transport items as needed.
• Strong organizational skills with the ability to multitask.
• Proficiency with CRM software (e.g., Maximizer) and accounting software.
• Must have previous experience in an office support or administrative role.
• Must be available during the evenings / weekends.
• Positive attitude is the key to getting this role.

This role is an excellent opportunity for a proactive individual who enjoys a mix of office work and occasional field tasks.

If you meet the above requirements and are looking for a dynamic role, we’d love to hear from you!

Work Locations : This is a full-time position and you will be strictly required to work from our office in Woodbridge (major intersection : Pine Valley Drive and Highway 7)