Executive Assistant

Job Summary

We are seeking a strategic, resourceful Executive Assistant to support the owner of a multi-location fitness organization. You will be a trusted partner, managing projects, people, operations, and personal responsibilities with independence, discretion, and initiative.

You will act as the Executive's right hand, proactively anticipating needs, solving problems, and ensuring both business and personal operations run smoothly. Your judgment, tact, and ability to manage relationships at all levels will be essential.

Key Responsibilities 1: Administrative Support

• Proactively manage the Executive's calendar, schedule meetings, coordinate travel, and ensure time is allocated efficiently for strategic priorities
• Serve as the first point of contact for internal and external stakeholders. Filter and prioritize communications to ensure timely follow-up.
• Organize and prepare for meetings, including running company leadership meetings, holding agenda and tracking action items.
• Book travel, business and personal for the Executive, ensuring all logistics are managed with attention to detail.
• Track and process Executive's expenses
• Provide administrative support to other senior leadership team members as needed, in alignment with your Executive's goals.
• Maintain filing systems, both physical and digital, to ensure key documents and information are easily accessible
• Coordinate internal and external events, including team meetings, conferences, staff events and special events, ensuring all logistics are handled smoothly
• Handle sensitive information with discretion, maintaining utmost confidentiality regarding internal and external matters.
• Support HR-related tasks, onboarding, staff scheduling, and temporary/project staff management.

Key Responsibilities 2: Project and Task Management

• Project Coordination: Assist with the management of ongoing projects by tracking deadlines, coordinating resources, and providing progress updates to the Executive.
• Follow-Up on Deliverables: Ensure that action items from meetings or strategic projects are completed on time by liaising with relevant departments or stakeholders.
• Documentation Support: Assist in creating, organizing, and maintaining critical documentation such as presentations, reports, and proposals for the Executive's projects and initiatives.

Key Responsibilities 3: Executive and Leadership Support

• Provide high-level administrative support, including conducting research, preparing briefings, and synthesizing information for the Executive's decision-making process.
• Build strong relationships with internal teams and external partners, maintaining a pulse on workplace dynamics, facilitating smooth interactions for the Executive.
• Take on ad-hoc projects that may include cross-departmental collaboration, strategic initiatives, or supporting Executive's direct reports.

Qualifications & Skills:

• Bachelor's degree in Business Administration, Communications, or a related field. Equivalencies may be considered.
• A minimum of 3 years of experience supporting senior executives, preferably in a fast-paced corporate or organizational environment.
• Experience in managing complex schedules, meetings, and travel arrangements.
• Exceptional organizational skills with the ability to prioritize and manage multiple tasks effectively.
• Strong written and verbal communication skills, with a keen attention to detail.
• Proficient in office productivity tools, including Outlook, Google Workplace, Docusign, and project management tools like Jira or ClickUp.
• Ability to handle sensitive information with the utmost discretion and confidentiality.
• Strong interpersonal skills and the ability to work collaboratively across departments and with external parties.
• Proactive problem-solving ability with a strong sense of initiative.
• Professional demeanor with a high level of maturity and discretion.
• Ability to work independently with minimal supervision.
• High level of emotional intelligence, empathy, and adaptability.
• Strong time management skills and the ability to thrive in a fast-paced, ever-changing environment.
• Ability to work outside of regular office as required, including weekends
• Access to vehicle is required.
• Comfortable with occasional travel to other locations, including out of province, in order to represent the Executive and act independently on their behalf.

Why Apply:

This is a rare, high-impact opportunity to work directly with a senior executive in a fast-paced, high-trust environment in a meaningful and developing industry. Your initiative, strategic thinking, and ability to anticipate needs will directly shape how the business operates.

Job Types: Full-time, Permanent

Pay: From $55,000.00 per year

Benefits:

• Casual dress
• Company events
• Dental care
• Disability insurance
• Extended health care
• Life insurance
• On-site parking
• Paid time off
• Vision care
• Wellness program

Work Location: In person