Executive Assistant for a Home Staging/Design Company

Looking for a full time administrator with social media skills for a small and busy home staging company in Canada

Core skills required:
- Time management and prioritization
- Attention to detail
- Confidentiality and data security
- Professional written communication
- Problem-solving
- Ability to work independently
- Multitasking
- Adaptability and learning new tools quickly


The tasks required:

1. Email & Communication Management

Managing, Responding, drafting and follow up with emails
Calendar invitations and confirmations
Handling customer or internal inquiries
Managing contact lists

2. Calendar & Scheduling

Scheduling meetings and appointments in Google Calendar
Managing time zones
Sending reminders and follow-ups
Rescheduling or canceling meetings
Coordinating calendars across teams or clients

3. Data Entry & Database Management

Data entry and updating records
CRM data maintenance
Spreadsheet creation and management (google)
Data cleanup and accuracy checks
File naming and organization systems

4. Document Preparation & Management

Creating and formatting documents (Google Docs)
Listening to voice notes and typing up notes according to format
Proofreading and editing
Converting files (PDF, Word, Excel)
Maintaining document templates

5. File & Cloud Management

Organizing cloud storage (Google Drive, Dropbox, OneDrive)
Maintaining folder structures
File sharing and permission management
Downloading/uploading photos to Google Folders and other programs

6. Customer Support (Admin-Focused)

Handling basic customer queries via email or chat
Ticket management and follow-ups
Order tracking and updates
Escalating issues when needed

7. Research & Information Gathering

Online research
Competitor research
Market or product research
Summarizing findings into reports

8. Bookkeeping & Financial Admin (Basic)

Invoice creation and tracking
Expense tracking
Payment follow-ups
Data entry into accounting software
Preparing financial summaries (non-accounting)

9. Task & Project Coordination

Managing task lists
Updating project management tools
Tracking deadlines and deliverables
Sending progress updates
Google Workspace (Docs, Sheets, Calendar, Drive)
Project management tools
Communication tools
File-sharing platforms

10. Social Media Management and Creation

Managing and posting content on social media platforms (Instagram, Facebook, LinkedIn, X, TikTok, etc.)
Creating post captions, hashtags, and basic content copy
Scheduling posts using social media management tools
Designing basic graphics and visuals using tools like Canva
Editing short-form videos (reels, shorts, stories – basic level)
Engaging with followers by responding to comments and messages
Monitoring social media inboxes and community interactions
Conducting hashtag, trend, and competitor research