Executive Assistant to CEO

2 days ago

Brantford, Ontario, Canada Icon Office Environments Full time

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 SkillsStrong 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 SkillsClear 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 ExperiencePrevious 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 bonusesPaid 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
  1. Application and short questionnaire
     
  2. 5-minute video submission
     
  3. 60-minute technical interview (includes live testing in Asana & Google)
     
  4. 30-minute culture interview
     
  5. 60-minute final interview (IN PERSON)

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