Executive Assistant to CEO

Icon Office Environments is seeking a proactive and organized full-time Executive Assistant to the CEO to support both business and personal operations. This role is ideal for someone who thrives on staying two steps ahead, managing priorities, and creating structure in a busy, fast-moving environment. Responsibilities Manage and prioritize the CEO’s calendar, emails, and daily tasks Attend meetings, take detailed notes, identify action items, and track follow-ups Prepare materials, agendas, and research for meetings and travel Coordinate complex travel plans, itineraries, and logistics Maintain strong communication with key contacts, clients, and partners Anticipate needs and proactively manage priorities to protect the CEO’s time and focus Support Icon Office Environments Support leadership and internal teams with scheduling, communication, and coordination Manage LinkedIn communication and professional correspondence Assist with events, meetings, and team celebrations Help coordinate internal wellness and fitness initiatives Contribute to office organization, ensuring the workspace stays clean and professional Additional Duties Research and prepare background information ahead of meetings and travel Support the CEO in setting up a U.S. office and manage related logistics Use AI tools to simplify, automate, and organize daily workflows Coordinate errands, deliveries, and other personal logistics when needed Communicate through email, text, phone, and WeChat with professionalism and persistence Maintain confidentiality and professionalism at all times Hard Skills Strong working knowledge of Google Workspace Experience with Asana or similar project management tools Comfortable learning, applying, and utilizing new technologies and AI tools Excellent time and task management skills Experience with scheduling, travel planning, and document organization Strong written and verbal communication abilities Valid G driver’s license and access to a vehicle (mileage reimbursed) Comfortable with occasional evening or weekend support Soft Skills Clear communicator who keeps others informed without being prompted Calm, professional, and adaptable under pressure Highly organized with strong attention to detail Takes initiative and follows through without needing to be chased Open to feedback and quick to apply it Accountable and dependable, with strong judgment and discretion Naturally curious and eager to learn new systems and tools Approaches challenges with positivity and a solutions-based mindset Genuine interest in health, fitness, and maintaining an active lifestyle Enjoys supporting others and building trusted relationships Bonus Experience Previous experience as an Executive Assistant, Project Coordinator, or Office Administrator Familiarity with multi-department coordination or executive-level support Experience in a health or wellness-focused workplace Compensation $50,000–$62,000 annually based on experience, with eligibility for performance-based bonuses Paid vacation and sick days Health and wellness benefits (details provided in interviews) Mileage reimbursement for travel Biweekly personal training sessions and wellness perks Growth opportunities as the company expands Schedule: Monday to Friday, 8:30 a.m. to 5:00 p.m. (occasional flexibility required). Location: 1125 Colborne St. E., Brantford, ON About Icon Office Environments Icon Office Environments creates inspiring workplaces through quality, design, and service. Our team takes pride in delivering exceptional experiences for clients while maintaining a collaborative and supportive internal culture. We believe health and productivity go hand in hand. Our office is committed to fostering a wellness-focused culture with team workouts, catered healthy meals, and personal training sessions. We’re also preparing to become a zero refined-sugar office by 2026, because we know how we work and live directly impacts how well we perform. We’re looking for someone who shares these values and wants to grow in a role where wellness, efficiency, and impact all matter. Hiring Process Application and short questionnaire 5-minute video submission 60-minute technical interview (includes live testing in Asana & Google) 30-minute culture interview 60-minute final interview (IN PERSON) #J-18808-Ljbffr