Executive Assistant to the CEOLocation: London, Ontario

Employment Type: Full-Time (40 hours per week)

Reports To: Chief Executive Officer

Travel: Occasional travel within Ontario and outside Ontario.

Compensation: $62,400 annually ($30/hour) based on a 40-hour work week, plus benefits and eligibility for performance-based bonuses.

RESUMES TO: [email protected]

About the RoleWe are seeking a highly experienced and proactive Executive Assistant to provide high-level executive, administrative, and operational support. This role is ideal for someone who is exceptionally organized, thrives in fast-paced environments, and has strong experience managing executive priorities, event coordination, and business operations.

The successful candidate will play a critical role in helping streamline day-to-day operations while acting as a trusted partner to leadership. Will work closely with the CEO to improve organization, protect executive time, coordinate priorities, and ensure important projects and commitments move forward.

Key Responsibilities

1. Executive &

- Calendar Management

- Manage the CEO’s executive schedule, including calendar management, appointments, meetings, agendas, correspondence, email, phone calls, and related logistical support.
- Plan, prioritize, and organize the CEO’s schedule to ensure executive time is aligned with key business priorities.
- Coordinate meetings, conferences, and video calls across multiple locations.
- Prepare meeting agendas and supporting materials, record minutes, document decisions, and track action items.
- Anticipate scheduling conflicts and proactively coordinate solutions.

2.

Executive

Communications &

• Stakeholder Coordination

- Monitor and organize the CEO’s email and communications, identifying and prioritizing urgent or time-sensitive matters.
- Draft, review, and prepare professional correspondence on behalf of the CEO as required.
- Serve as a key liaison between the CEO, senior leadership, employees, vendors, consultants, and other internal and external stakeholders.
- Coordinate communication and follow-up across departments and company locations.




- Oversee the flow of information to the CEO, ensuring relevant information is organized, accurate, and available when required.

3.

Project

Management, Follow-Up &

- Accountability

- Manage and monitor executive projects, priorities, deadlines, and deliverables using Asana and other company systems.
- Track progress on tasks and action items assigned to team members and follow up to ensure timely completion.
- Maintain visibility of outstanding commitments, deadlines, and deliverables requiring executive attention.
- Identify delays, dependencies, or potential issues and escalate them appropriately.
- Support accountability and follow-through across executive and cross-functional initiatives.

4. Strategic & • Business Support

- Prepare reports, presentations, spreadsheets, briefing materials, and other executive documentation.
- Support the tracking of business priorities, initiatives, and key organizational objectives.
- Provide administrative and coordination support for projects involving multiple departments or company locations.

5. Operations & • Administration

- Support day-to-day administrative and operational functions on behalf of the CEO.
- Maintain and continuously improve internal processes, systems, and workflows that support executive efficiency and organizational coordination.
- Coordinate resources and information across locations to streamline workflows and support business priorities.
- Conduct periodic operational and quality-control observations across warehouse locations, as directed by the CEO, and report identified concerns or opportunities for improvement.
- Assist with additional administrative and operational duties as assigned.

6. Travel, Events & • Logistics

- Coordinate business travel, including flights,



accommodations, transportation, itineraries, meetings, and related logistics.
- Support the planning and coordination of company events, warehouse sales, operational meetings, and other business activities.
- Organize internal team communications and coordinate on-site and off-site meetings or events.
- Assist with occasional personal scheduling and logistical matters when required to support the CEO’s overall productivity.

7. Expense & • Financial Administration

- Prepare, organize, and track executive expense reports, invoices, receipts, reimbursements, and related documentation.
- Coordinate with Accounting or Finance regarding outstanding documentation, payments, or reimbursements.
- Maintain accurate and organized records related to executive expenses.

8. Confidentiality & • Executive Discretion

- Handle confidential and sensitive executive, employee, financial, operational, and business information with the highest level of discretion.
- Maintain appropriate confidentiality in all communications, documentation, and interactions.
- Exercise sound judgment when determining which matters require the CEO’s direct involvement or escalation.
- Protect the confidentiality and integrity of executive and company information at all times.

- Qualifications

- Minimum 3 years of administrative or executive support experience, preferably supporting a CEO, founder, or senior executive.
- Excellent organizational, time-management, and follow-up skills.
- Robust written and verbal communication skills in English.
- Advanced proficiency with Microsoft Office (Outlook, Word, Excel, and PowerPoint).
- Experience with Asana or similar project-management platforms is strongly preferred.
- Strong attention to detail and ability to manage multiple priorities and deadlines.
- High level of professionalism, discretion, integrity, and confidentiality.

KEY COMPETENCIESThe successful candidate will demonstrate:

Ownership & Accountability

Exceptional Organization

Communication

Confidentiality & Integrity

Adaptability

Resourcefulness

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