About the Role

We're seeking an exceptionally organized, tech-forward Personal & Executive Administrative Assistant to serve as the right hand to our Owner/President at Humber Aggregates and Soil Mixture Ltd. This is a high-impact position that sits at the center of our company's sales strategy, customer relationships, and executive operations.

You'll manage the Owner/President's calendar, pipeline, communications, and travel logistics while using advanced AI tools, CRM systems, and workflow automation to amplify effectiveness. This role requires absolute discretion, sharp business acumen, and a genuine enthusiasm for solving complex operational puzzles.

Key Responsibilities

Sales & CRM Pipeline Management

- Own and maintain the sales CRM ( Pipedrive) with discipline
- Triage incoming leads and opportunities; flag high-priority prospects for immediate attention
- Track and update deal status, stakeholder information, and follow-up timelines
- Generate weekly/monthly pipeline reports and trend analysis
- Set up automated workflows to capture and qualify new leads

Executive Calendar & Meeting Coordination
- Manage the Owner/President's calendar across multiple time zones (sales calls, strategy meetings, site visits, customer events)
- Schedule, prepare, and attend critical sales meetings and strategy sessions (on-site, by video, or in person as needed)
- Prepare meeting agendas, pre-call research, and follow-up action items
- Block time for key account relationship building and quarterly planning
- Coordinate site visits to Humber Aggregates operations and partner facilities

Business Travel & Logistics
- Plan and coordinate business travel (flights, hotels, ground transportation)
- Organize itineraries; arrange car services for meetings and customer visits
- Manage expense reporting and travel reimbursement
- Prepare travel briefings with meeting agendas, stakeholder background, and driving directions

Executive Inbox & Communication
- Gatekeep the Owner/President's inbox; prioritize messages by business impact
- Draft responses to routine inquiries and follow-ups
- Compile daily/weekly briefings on key emails, escalations, and action items
- Manage customer and partner communication on behalf of leadership (with clear templates and guardrails)

Meeting Intelligence & Preparation
- Research prospects, customers, and partners before meetings (LinkedIn, company websites, news)
- Prepare one-page briefing documents: background, conversation goals, talking points
- Attend meetings to take notes and record action items (using transcription AI when available)
- Summarize meetings post-call with decisions, next steps,



and owner accountability

Administrative Support for Business Operations
- Maintain contact database for key customers, partners, and vendors
- Organize and file critical business documents (contracts, proposals, account files)
- Coordinate with the accounting team on billing, AR, and financial summaries for leadership
- Produce weekly/monthly operational snapshots for executive review
- Support board/leadership meeting preparation (if applicable)

AI & Workflow Automation
- Leverage AI tools for meeting transcription, email drafting, and data synthesis
- Build and maintain automated workflows in the CRM, calendar, and project management tools
- Identify bottlenecks in executive workflows and propose process improvements
- Manage integrations between CRM, email, calendar, and communication tools

Work Arrangement: Hybrid

Primarily Remote

You'll work from home most days, with versatile scheduling that fits the business rhythm.

In-Person Requirements

Must be available for in-person attendance at:

- Critical sales strategy meetings (estimated 2–4 per month, as scheduled)
- Client presentations and customer site visits (estimated 1–2 per month)
- Quarterly planning and executive strategy sessions (estimated 4 per year)
- Occasional all-hands or company events

Location: Humber Aggregates offices (Mississauga, Ontario, Canada)

Required Qualifications

- 3+ years as an Executive Assistant, Personal Assistant, or similar role (managing senior leader's calendar, communications, and priorities)
- B2B sales or supply chain experience preferred (familiarity with sales processes, customer relationships, pipeline management, or construction/building materials helpful)
- Advanced CRM proficiency (HubSpot, Salesforce, Pipedrive, or equivalent)
- AI-forward mindset — comfortable learning and leveraging LLMs, meeting transcription tools, and automation platforms
- Mastery of productivity tools (Slack, Asana/Monday.com, Google Workspace or Microsoft 365, Zapier/Make)
- Exceptional communication skills — writing, speaking, and presence are polished and professional
- Discretion and confidentiality — handles sensitive business information with absolute integrity
- Problem-solving & initiative — anticipates needs, proposes solutions,



and drives them to completion
- Flexibility & travel readiness — willing to travel occasionally and adapt to changing priorities

Preferred Qualifications
- Experience in construction materials, building supplies, landscaping, or related industries
- Familiarity with QuickBooks or accounting software
- Experience managing multiple stakeholders and cross-functional teams
- Knowledge of EOS (Entrepreneurial Operating System) or similar business operating systems
- Experience with workflow automation (Zapier, Make, n8n)
- Transcription and meeting note-taking with AI tools (Otter, Read the Docs, etc.)

Compensation & Benefits
- Salary Range: $70,000–$90,000 CAD annually
- Health & Dental Coverage: Comprehensive health and dental benefits included

Why This Role Matters ? Humber Aggregates is in a strategic phase of growth and systematization. Our Owner/President's effectiveness depends on having someone who can:
- Free their calendar for high-value customer and partnership conversations
- Keep the pipeline visible and moving
- Reduce administrative friction
- Catch opportunities before they slip through cracks
- Support executive leadership of the organization

You'll be central to our success — not an order-taker, but a strategic partner who anticipates leadership needs and delivers results.

How to Apply

Interested candidates should submit

- Resume (highlighting relevant experience as Executive Assistant or similar)
- Cover letter (why this role appeals to you, and why you'd thrive in this environment)
- References (at least 2 from prior executive/leadership team members you've supported)

Contact: [email protected] Application Deadline: September 30, 2026

About Humber Aggregates and Soil Mixture Ltd

Humber Aggregates is a bulk aggregates , salt and soil mixture supplier serving landscapers, roofers, pool builders, construction companies, and property service businesses across the Greater Toronto Area. We're part of the Humber Group family of companies, which includes Barrie Stone and Building Supplies and Tradition Transport. We're committed to operational excellence, safety, and building long-term customer partnerships.

EOS-Certified Operating System: We run on Entrepreneurial Operating System (EOS) principles, emphasizing clear vision, accountability, and disciplined execution.

Pay: $70,000.00-$90,000.00 per year

Benefits

- Extended health care

Experience:
- Executive Assistant/Personal Assistant: 3 years (preferred)

Language:
- English (required)

Work Location: Hybrid remote in Mississauga, ON L4Z 1V9

📌 Personal & Executive Administrative Assistant (AI-Augmented Sales Support) (Mississauga)
🏢 Humber Aggregates u0026 Soil Mixtures
📍 Mississauga