Executive Assistant to Chief Executive Officer

4 days ago

Brantford, Ontario, Canada ICON OFFICE ENVIRONMENTS Full time
Overview

We are seeking an experienced, highly proactive Executive Assistant to support our CEO. This role is designed for a detail-oriented, driven, and adaptable professional who thrives in a fast-paced environment and can operate independently. You will play a key role in protecting the CEO's time and energy, ensuring seamless daily operations, and managing critical business and personal responsibilities.

This in-person role requires a flexible schedule. While 90% of the work will occur during business hours, availability on evenings, weekends, and during travel is expected.

How to Apply

If you're ready to take on a high-impact, career-defining EA role, we want to hear from you

  • Submit a video introducing yourself and explaining why you're interested in this role.
  • Answer the following three questions about the Executive Assistant position:
    • How do you see the Executive Assistant contributing to the long-term success of the CEO and the company, beyond daily operations?
    • What are the most critical challenges the CEO faces in time management, and how can the EA best support in overcoming them?
    • What qualities and skills do you believe are most important for an EA to be successful in this role?

3.Email your video and questions to Elle at elle@iconoffice.ca with the subject line: "Executive Assistant Application."

Key ResponsibilitiesTime & Task Management
  • Manage and prioritize the CEO's schedule, ensuring meetings are booked in time blocks and flow smoothly.
  • Act as the gatekeeper for communications, sorting, rerouting, and responding to emails, WeChat, and other messages.
  • Prepare and debrief the CEO before meetings by gathering necessary information and meeting with key team members in advance.
  • Attend meetings, take digital notes, track action items, and follow through on outstanding tasks.
  • Organize a daily schedule in advance and ensure the CEO's top priorities for the following day are clear.
  • Implement time management strategies to keep the CEO focused and on track.
Operations & Logistics
  • Serve as the first point of contact for internal and external communications.
  • Coordinate all travel (flights, hotels, car rentals, activities, check-ins) and actively monitor for any itinerary changes.
  • Handle event planning, including birthdays, anniversaries, gifts, and business gatherings.
  • Manage company responsibilities related to sales, operations, and vision, ensuring key projects stay on track and escalating issues when necessary.
  • Organize and maintain office and filing systems.
Personal & Business Support
  • Communicate with family and key contacts to ensure personal logistics run smoothly.
  • Run errands and conduct research on business opportunities, networking events, and market intelligence.
  • Track and maintain key relationships (friends, business contacts) to ensure the CEO stays in touch with important connections.
  • Keep up with family dietary preferences and ensure meals align accordingly.
Crisis & Urgent Matters Handling
  • Monitor and respond to urgent communications requiring immediate attention.
  • Maintain a list of high-priority contacts and ensure the CEO is alerted promptly when necessary.
  • Escalate critical issues as needed, ensuring rapid resolution.
Who You Are
  • Experienced & Independent – You've been an EA before and understand how to manage high-level operations without constant oversight.
  • Detail-Oriented & Proactive – You anticipate needs before they arise and take initiative to solve problems.
  • Highly Organized & Adaptable – You can manage shifting priorities, work well under pressure, and keep multiple projects running smoothly.
  • Energetic & Driven – You thrive in a fast-paced, high-performance environment and want to grow into a role of significant responsibility.
  • Exceptional Communicator – You can confidently interact with executives, clients, and team members while maintaining discretion.
Requirements
  • Minimum 5+ years of experience as an Executive Assistant or Chief of Staff.
  • Proven experience managing calendars, travel, communication, and high-level projects.
  • Ability to work in person with flexibility for travel, nights, and weekends.
  • Proficiency in Google Chrome & Asana.
  • Valid G Driver's License.
  • Strong proficiency in email management, scheduling tools, and task management software.
  • Discretion and ability to handle highly confidential information.
Compensation & Growth
  • Competitive salary based on experience.
  • Opportunities for professional development and leadership growth.
  • Travel and event perks included.

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