Executive Assistant - Unpaper

About Us:

We have been serving the bookkeeping needs of Canadian small businesses since the 90s. In January 2012, we re-launched the firm under the name UNPAPER. This name reflects our goal to convert our clients physical paperwork into digital data and use it for bookkeeping, accounting, and taxes. We are focused on serving churches, charities, nonprofits, and small business startups across Canada, organizations that need effective and professional bookkeeping while working with limited financial resources. UNPAPER is here to help. 

Visit our website: Church Charity bookkeeping

Why Join Us:

• Salary from PHP 50,000 to 70,000 per month plus 13th month pay
• Following Canadian public holidays
• Supportive and collaborative work environment
• Work-life balance with flexible scheduling options
• Permanent work-from-home setup
• New equipment supplied

Position Summary:

The Executive Assistant serves as a strategic and operational extension of executive leadership at Unpaper. This role exists to protect focus, drive clarity, and ensure execution across priorities in a growing, mission-driven firm serving churches and nonprofits across Canada.

The Executive Assistant helps translate ideas into action, filters and prepares information for decision-making, and ensures commitments are followed through to completion. This role requires judgment, initiative, systems thinking, and comfort operating in a fast-moving environment where processes are continuously evolving.

Key Responsibilities

• Protect executive focus by intentionally managing inbox, calendar, and incoming requests, ensuring only high-value decisions reach leadership attention.
• Act as a decision filter by gathering context, synthesizing information, and presenting concise, decision-ready summaries.
• Translate discussions and ideas into structured next steps, owners, and timelines.
• Maintain ownership of task systems, recurring workflows, and SOP documentation so processes remain current and functional over time.
• Track commitments and action items across meetings and projects, ensuring accountability and timely completion.
• Support operational coordination across teams, ensuring continuity and momentum on key initiatives.
• Bring order to ambiguity by identifying gaps, clarifying priorities, and establishing structure where needed.
• Participate in small-firm all hands responsibilities as required, including light website updates, sales onboarding coordination, system cleanup, or project support.
• Operate with discretion and professionalism while supporting churches, charities, and nonprofit leaders.

Ideal Candidate Profile

• Comfortable managing up and influencing executive focus respectfully and confidently.
• Thrives in growing, entrepreneurial environments rather than highly structured corporate settings.
• Strong systems thinker who enjoys building and maintaining processes.
• Calm, organized, and steady under shifting priorities.
• High follow-through and natural accountability driver.
• Motivated by supporting mission-driven organizations.

Required Experience & Qualifications.

• At least 2 years of experience as an Executive Assistant, Administrative Assistant, or similar role
• Strong organizational and time-management skills with the ability to handle multiple priorities
• Excellent written and verbal English communication skills
• Experience managing calendars, inboxes, meetings, and cross-team coordination
• Ability to research information and summarize findings clearly
• High attention to detail, strong follow-through, and a proactive, solution-oriented mindset

WHAT SUCCESS LOOKS LIKE IN THE FIRST 90 DAYS

By Day 30

• Inbox is cleaner, organized, and properly triaged with clear prioritization.
• Leadership is no longer reading everything, only decision-ready summaries.
• Meetings have agendas and documented action items.
• Recurring tasks and commitments are tracked in one reliable system.
• The Executive Assistant understands communication style, tone, and expectations.
• There is noticeably less reactivity and more structure.

By Day 60

• The Executive Assistant anticipates needs rather than waiting for direction.
• Leadership receives concise summaries instead of forwarded threads.
• Action items from meetings are tracked and followed up without prompting.
• SOPs are being improved or created where gaps exist.
• More time is spent on strategic work and less on coordination.
• Trust is building that things will not fall through the cracks.

By Day 90

• The Executive Assistant confidently filters what reaches leadership and what does not.
• Low-value interruptions are minimized.
• Projects move forward without constant supervision.
• Deadlines and risks are surfaced before they become problems.
• Systems feel tighter, clearer, and more reliable.
• Leadership feels supported, focused, and effectively managed.