Executive Assistant to Chief Executive Officer

5 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

1. Submit a video introducing yourself and explaining why you're interested in this role.
2. 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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