Executive Assistant to CEO

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.

**Key Responsibilities Time & Task Management**
- Manage and **prioritize the CEO’s schedule**, ensuring meetings are booked in time blocks and flow smoothly.
- **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**.
- **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**.

**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 in the video** 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?

Pay: $50,000.00-$70,000.00 per year

**Benefits**:

- Company events
- On-site parking
- Paid time off

Flexible language requirement:

- French not required

Schedule:

- Monday to Friday
- On call
- Weekends as needed

**Education**:

- Secondary School (preferred)

Work Location: In person

Application deadline: 2025-02-18
Expected start date: 2025-03-03