Executive/Personal Assistant

Company Overview

PONY Communications is a full-service boutique PR and Social Media agency, celebrated for its bold, strategic storytelling that helps brands effectively tell their story. With recognition from esteemed organisations such as NASA and Inc., and over 12 PR industry awards, we combine big-agency expertise with personalised, boutique-style care.

Our women-led team prioritises creativity, collaboration, and delivering impactful results. Specialising in media relations, thought leadership, social strategy, and brand positioning, we are committed to turning innovative ideas into meaningful impact.

Role Description

This is a full-time Executive/Personal Assistant role at PONY Communications. The Executive/Personal Assistant will manage calendars, schedule meetings, and coordinate for the CEO/owner. This is a hands-on, in-person role.

The ideal candidate is someone who enjoys a job with a variety of tasks and responsibilities, and is willing to learn and adapt as required. This job requires someone who is organised, has strong time-management skills, and is technologically savvy. This candidate will be highly integrated into the owner's household (work location), so must be able to manage personal and professional tasks seamlessly.

Key Responsibilities

Executive & Administrative Support

Manage and prioritize executive inboxes, calendars, appointments, and communications

Respond to emails and coordinate follow-ups with internal teams, clients, and external partners

Schedule meetings, calls, travel, accommodations, and business-related events

Coordinate with accountants, bankers, lawyers, insurance providers, and other professional contacts

Track important deadlines, renewals, registrations, and recurring administrative tasks

Organize digital files, documentation, receipts, statements, and business records

Financial & Accounting Coordination

Support bookkeeping and accounting workflows across personal and corporate accounts

Track invoices, payments, overdue accounts, and contractor payments

Maintain and upload financial documentation, receipts, bank statements, and expense reports

Coordinate with accounting teams for tax preparation and year-end documentation

Assist with payroll transfers, bill payments, reimbursements, and financial tracking

Monitor subscriptions, utilities, insurance policies, mortgage renewals, and other recurring expenses

Operations & Business Coordination

Assist with business operations, team events, employee gifts, and client gifting initiatives

Track networking opportunities, registrations, and business-related deadlines

Coordinate logistics for travel, meetings, and company events

Maintain organized systems for records, expenses, and operational processes

Household & Personal Management

Manage household scheduling, errands, appointments, and family logistics

Arrange medical appointments, prescription refills, insurance submissions, and wellness-related tasks

Oversee grocery management, household supplies, and recurring subscriptions

Support travel preparation, packing, and personal organization

Track important family dates, renewals, and registrations

Assist with birthday gifts, holiday planning, and personal event coordination

Provide day-to-day support to help maintain efficient household and family operations

Organizational & Communication Skills

Maintain strict confidentiality and professionalism across personal and business matters

Proactively identify priorities, follow up on outstanding items, and anticipate needs

Strong multitasking, organization, communication, and problem-solving abilities

Ability to manage competing priorities in a fast-paced environment

Qualifications and Skills

High School Diploma required; a Diploma in Business Administration is an asset

2+ years of relevant experience in an executive or personal assistant role

Strong familiarity with Google Workspace and Mac systems

English fluency (spoken and prose)

Understanding of basic bookkeeping concepts and terminology, in addition to possessing numeracy skills

Job Requirements

Canadian Citizen or legally permitted to work Full-time in Canada (no student visas please).

Valid Full BC Driver’s License (N class not permitted for insurance reasons)

Capacity to work Monday- Friday, 9:00 am- 5:30 pm

Salary and Benefits

Health and Wellness Benefit plan allowance (after 90-day probationary period)

RRSP Contributions (After 1 year of employment)