Executive Assistant

Overview

We are seeking a highly organized, proactive, and health-focused Executive Assistant (EA) to support a busy executive in both professional operations and personal wellness management.

This role blends traditional EA responsibilities with nutrition coordination, meal planning, grocery management, and supporting a structured health and wellness routine.

The ideal candidate is detail-oriented, tech-savvy, an excellent communicator, and has a strong interest or background in healthy living, nutrition, and proactive lifestyle support.

Key Responsibilities:

1. Executive Support

• Manage complex calendars, scheduling, and priority planning.
• Coordinate meetings, sales presentations, seminars, job fairs, travel itineraries, reservations, and logistics.
• Research popular travel destinations for business growth and personal development, plan and manage all travel based on budgeting and availability.
• Draft and manage texts, emails, documents, presentations, and reports, take messages and relay in a timely and professional manner.
• Analysing data and creating visually appealing reports for stakeholders.
• Preparation of materials, power point presentations, reports, forecasts and budgeting
• Meticulous note taking, translation from speech to text, diligent and timely follow-up, book-keeping and record keeping
• Data entry and generation of sales leads and recording into CRM with accurate and timely follow up
• Track deadlines, commitments, and follow-ups to ensure momentum
• Maintain confidentiality and handle sensitive information with discretion
• Serve as the primary point of contact for internal and external stakeholders

2. Nutrition & Meal Planning Support

• Create and maintain weekly meal plans aligned with the executive's health goals (e.g., gut health, weight management, hormone balance)
• Research and prepare healthy meals (daily and weekly) according to schedules, including breakfast, lunch, snacks, and dinners
• Collaborate with nutritionists, coaches, or chefs as needed
• Assist with caloric tracking, macronutrient goals, supplement protocols, and hydration reminders
• Maintain a catalogue of approved foods, recipes, and supplements
• Apply dietary restrictions, preferences, and wellness program guidelines

3. Grocery, Kitchen & Household Organization

• Build and update weekly grocery lists based on the nutrition plan
• Order groceries through online platforms or coordinate in-person shopping
• Track pantry, fridge, and freezer inventory
• Ensure kitchen readiness (containers, labels, food prep tools, etc.)
• Coordinate household operations: cleaners, maintenance, deliveries, seasonal tasks

4. Wellness & Lifestyle Coordination

• Manage gym, sauna, swimming, and wellness schedule alignment
• Coordinate appointments with healthcare providers, wellness practitioners, and coaches
• Track progress on health-related habits, goals, and routines
• Assist with planning travel wellness needs (food, supplements, workouts)

5. Administrative & Personal Support

• Handle expense reports, reimbursements, and basic bookkeeping
• Support errands, purchases, returns, event planning, and personal tasks
• Maintain digital file organization—documents, receipts, medical files
• Research hotels, restaurants, products, wellness programs, or vendors

Qualifications

• 1+ years of Executive Assistant or Personal Assistant experience
• Strong organizational and time-management skills
• Interest or certification in nutrition, holistic health, or wellness preferred
• Ability to multitask and prioritize competing demands
• Excellent written, verbal, and interpersonal communication
• Discretion, reliability, and high emotional intelligence
• Proficient with Google Workspace / Microsoft Office, digital calendars, task systems, online ordering tools
• Valid driver's license, insurance and drivers abstract
• Permanent Resident/Work Permit/Citizenship

Key Competencies

• Proactive problem solver
• Highly disciplined and detail-oriented
• Strong personal accountability
• Adaptable and calm under pressure
• Works well independently and anticipates needs before they arise
• Health-conscious mindset with passion for wellness

Job Type: Full-time

Pay: $28.80-$32.45 per hour

Expected hours: 40 per week

Benefits:

• Company events
• Dental care
• Extended health care
• On-site parking
• Paid time off
• Vision care

Ability to commute/relocate:

• Inglewood, ON L7C 0K7: reliably commute or plan to relocate before starting work (preferred)

Education:

• Bachelor's Degree (required)

Experience:

• executive assistant: 1 year (preferred)

Language:

• english, arabic, french (preferred)

Licence/Certification:

• Drivers License (required)

Location:

• Inglewood, ON L7C 0K7 (preferred)

Willingness to travel:

• 50% (required)

Work Location: Hybrid remote in Inglewood, ON L7C 0K7