High-trust executive support role combining administration, business coordination, selected personal assistance, and operational follow-through for senior leadership (President and CEO)

Our employer is looking for a highly reliable, polished Executive Personal Assistant to become a trusted right hand to senior leadership - bringing structure, follow-through, and calm support to a quick-moving, owner-led business.

Department: Logistics & Container Services
Location: Vaughan, Ontario - fully in person

Job Type: Full-time, 40 hours per week

Schedule: Monday to Friday, 9:00 a.m.–5:00 p.m.

After-hours availability: Occasionally required
Reports to: CEO
Travel: Occasional local driving in Toronto and Vaughan
Salary: CAD 65,000-80,000

Work authorization: Must be authorized to work in Canada

About the Opportunity

Our employer is looking for a highly reliable, polished, and resourceful Executive Assistant who can bring structure, follow-through, and calm support to a fast-moving executive environment.

The successful candidate will work closely with the President and the CEO, help organize priorities, manage competing demands, protect confidential information, coordinate both business and personal matters, and ensure important tasks are completed accurately and on time.

This is a high-trust role combining executive support, personal assistance, administration, coordination, and selected business-operations responsibilities.

This is not a basic reception or scheduling role. It's best suited to someone who enjoys being the person behind the scenes who creates order, anticipates needs, follows through consistently, and helps a busy executive operate more effectively.

What You'll Do

Executive & Administrative Support

- Manage calendars, appointments, meetings, and daily scheduling
- Coordinate internal and external meetings
- Handle phone calls, emails, correspondence, and follow-up
- Prepare and edit documents, reports, presentations, and other materials
- Maintain accurate records, files, and confidential documentation
- Track commitments, deadlines, and action items
- Support the CEO with changing priorities and urgent requests




- Manage sensitive business and personal information with discretion

Personal Assistance

- Coordinate personal appointments, errands, and reservations
- Arrange flights, hotels, car rentals, and travel itineraries
- Assist with confidential personal matters as required
- Occasionally drive to locations in Toronto and Vaughan for business or personal errands
- Help ensure both professional and personal commitments are organized and completed

Business Operations Support

- Review operational, sales, and financial information
- Help identify discrepancies, trends, and follow-up items
- Coordinate company meetings, events, and special projects
- Support recruitment scheduling, interview coordination, onboarding, and employee documentation
- Assist with cross-functional follow-up between leadership and internal teams
- Help improve administrative organization and business-process consistency

Accounting & Financial Administration

- Manage invoices, bills, and banking-related administration
- Support personal and professional financial transactions
- Assist with budgeting and financial planning
- Support payroll administration and financial reporting
- Maintain accurate records and ensure documents are submitted on time

Who This Role Is For

You're likely a strong fit if you:

- Have supported a senior executive, owner, CEO, or business leader directly
- Are highly organized without being rigid
- Can manage multiple priorities and frequent changes calmly
- Take ownership of follow-up and close loops without constant reminders
- Have strong judgment and know when to act, clarify, or escalate
- Communicate clearly, professionally, and confidently
- Are comfortable handling both business and selected personal responsibilities
- Are discreet and trustworthy with sensitive information




- Pay close attention to details and have systems for preventing mistakes
- Can work independently while staying aligned with the executive's priorities
- Are comfortable working in a direct, fast-moving, owner-led environment
- Are willing to handle both high-level coordination and practical day-to-day tasks

Experience & Qualifications

- Minimum 2+ years of appointment-scheduling experience
- Minimum 2+ years of office-administration experience
- Experience in executive support, personal assistance, office management, or a closely related role
- Strong calendar, meeting, travel, and correspondence-management skills
- Strong written and verbal communication
- Comfort working with confidential information
- Experience with Microsoft Office and administrative systems
- Ability to work fully in person in Vaughan
- Ability to drive occasionally in Toronto and Vaughan
- Must be authorized to work in Canada

Strong Assets

- Experience supporting an owner/president, CEO, or senior executive
- Experience in a private, entrepreneurial, or owner-led business
- Experience with invoices, payroll support, budgeting, or financial administration
- Recruitment and onboarding coordination experience
- Basic reporting and data-analysis experience
- Event or special-project coordination
- Experience handling both professional and personal support
- Familiarity with logistics, transportation, or a related operational environment

This Role Isn't the Right Fit If You're Looking For

- A role limited only to calendar management
- A fully remote or hybrid position
- Strict separation between business and personal-assistance duties
- A highly predictable environment with fixed priorities
- A position where every task is assigned step by step
- A role focused mainly on title rather than hands-on support and follow-through

What the Company Offers

- Salary of CAD 65,000-80,000
- Full-time, in-person work
- Direct exposure to senior leadership
- Broad responsibility across executive support and business operations
- Opportunity to become a trusted, high-impact partner to the CEO
- A dynamic environment where organization, judgment, and initiative are valued

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