We're looking for a Executive Assistant!

RAYIS is a collective company with the goal of establishing creative businesses that are unique and powerful. Our business units serve in variety of mediums within the world of wedding photography & videography. This role will require 25-35 hours per week, and will be paid at $17.20 CAD per hour.

We have big goals for 2025- that's why we need a highly organized Executive Assistant to help us achieve them. Reporting to the CEO, you will be working with Raymond to coordinate all RAYIS teams to complete milestone objectives such as new service launches while keeping up with our consumer's communications via email.

Your role will comprise of keeping the RAYIS team on schedule, assisting in overseeing project timelines set by Ray & assisting in the scheduling of marketing + product initiatives.

This person will ideally be based out of Toronto, and must be highly organized and detail-oriented. (The everything must go according to schedule or I will start to panic, kind.)

Here are some indicators that you are the right one for the job:

• You're a very good trip planner. You plan your vacations well, and able to account for any issues or delays.
• For large projects, whether at work or in school- you are normally the one who sets the due dates for your team.
• You are deadline oriented at work and in life, you make sure you plan everything out down to the last detail, and feel uncomfortable if a plan is off-track or not being followed.

(50%) Scheduling & Administrative Support:

• Assist in scheduling marketing, sales and product initiatives
• Organize and maintain executive calendars, ensuring smooth execution of meetings, deadlines, and team collaborations.
• Support the CEO in the organization of his calendar, supporting in daily administrative tasks as needed.

(30%) Project Coordination:

• Keep all RAYIS staff on schedule with completing with their respective project goals.
• Coordinate milestone objectives, including new website launches, RAYIS event showcases, and RAYIS Weddings' marketing initiatives with Ray
• Assist in monitoring timelines and deliverables across all other business units, ensuring tasks are completed on time.

(20%) Communication & Engagement:

• Serve as a liaison between the CEO and various teams to facilitate clear communication and task delegation.
• Ensure all stakeholders are informed of project updates, deadlines, and progress.
• Brainstorm and implement creative ways to foster team engagement and motivation.

Qualifications

• Experience: Previous experience in an administrative, executive assistant, or project coordination role.
• Organizational Skills: Exceptional ability to manage multiple projects, prioritize tasks, and meet deadlines.
• Attention to Detail: A keen eye for details to ensure accuracy in scheduling, deliverables, and communications
• Tech Proficiency: Proficient in productivity tools such as Google Workspace (Docs, Sheets, Drive), project management software (e.g., Asana, Trello, or Notion), and calendar management tools.
• Adaptability: Comfortable working in a fast-paced, evolving environment with shifting priorities.