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. You’ll work closely with the CEO, helping manage projects, travel, communication, and daily operations that keep both business and life running smoothly. Every day will look a little different, and you’ll have the opportunity to learn, grow, and make a visible impact. Responsibilities For the CEO 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   For 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 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) Powered by JazzHR