Job Summary e are seeking an exceptional Executive Assistant to work directly alongside the CEO of a growing group of businesses operating across biotechnology, healthcare, automotive, and financial services.

This is a dynamic, fast-paced role for someone who thrives on organization, accountability, problem-solving, and getting things done.

You will serve as the CEO's right hand, helping manage daily priorities, coordinate projects, oversee deadlines, and ensure that initiatives move from ideas to execution.

We are looking for someone who doesn't simply wait for instructions but takes initiative, anticipates needs, and proactively finds solutions.

Key Responsibilities

Executive Support & Daily Management

- Work closely with the CEO to organize daily priorities, meetings, schedules, and commitments.
- Manage calendars, appointments, correspondence, and meeting preparation.
- Prepare daily briefings outlining priorities, upcoming meetings, outstanding tasks, and urgent matters.
- Attend meetings, document key decisions, and translate discussions into actionable tasks.
- Anticipate the CEO's needs and proactively address issues before they become problems.
- Handle sensitive business information with professionalism and discretion.

Project Management & Execution

- Coordinate multiple projects across our portfolio of businesses.
- Translate the CEO's ideas and directives into organized action plans with clear deliverables.
- Assign and track tasks, responsibilities, deadlines, and project milestones.
- Follow up with team members to ensure commitments are fulfilled on time.
- Identify delays, bottlenecks, and operational challenges, escalating issues when necessary.
- Maintain centralized project management dashboards and progress reports.
- Ensure projects are moving forward without requiring constant oversight from the CEO.

Team Coordination & Accountability

- Act as a central point of communication between the CEO, managers, employees, and external partners.
- Coordinate cross-functional teams across marketing, sales, operations, and administration.
- Facilitate internal meetings and ensure action items are completed.
- Hold team members accountable through professional, consistent follow-ups.
- Help establish and improve internal processes, workflows, and reporting systems.




- Maintain visibility into company priorities and operational performance.

Business Operations & Special Projects

- Assist with recent business initiatives, launches, partnerships, and expansion projects.
- Research opportunities, coordinate vendors, and support operational decision-making.
- Prepare business documents, presentations, reports, and summaries.
- Support recruitment, onboarding, and administrative coordination when needed.
- Identify opportunities to streamline workflows and improve efficiency.
- Take ownership of special projects from planning through completion.

Who We're Looking For The ideal candidate is highly organized, ambitious, detail-oriented, and naturally proactive. You are someone who takes pride in execution, follows through on commitments, and enjoys bringing structure to a fast-moving entrepreneurial environment.

Qualifications

- 3+ years of experience as an Executive Assistant, Executive Coordinator, Project Coordinator, or in a similar role.
- Experience supporting founders, CEOs, entrepreneurs, or senior executives is strongly preferred.
- Exceptional organizational, time management, and multitasking abilities.
- Strong communication skills with the confidence to follow up with managers and stakeholders.
- Proven ability to manage competing priorities and deadlines.
- Comfortable working across multiple businesses and industries.
- Proficiency with Google Workspace, Microsoft Office, and project management tools such as ClickUp, Asana, Monday.com, or similar platforms.
- Strong problem-solving skills and the ability to work independently.
- High level of professionalism, discretion, reliability, and accountability.
- Must possess a valid Ontario driver's licence with a clean driving record.
- Must be comfortable driving regularly throughout the Greater Toronto Area (GTA) as required.
- Ability to accompany the CEO to meetings, business locations,



and appointments.
- Willingness to assist with business-related transportation, errands, and logistical coordination when necessary.
- Flexibility to travel between multiple business locations throughout the workday.

What Will Make You Stand Out
- You think two steps ahead and anticipate what needs to happen next.
- You are comfortable taking ownership without being micromanaged.
- You are persistent with follow-ups and don't let tasks fall through the cracks.
- You can turn a conversation or idea into an actionable plan.
- You enjoy building systems, improving processes, and creating efficiency.
- You are comfortable in an entrepreneurial environment where priorities evolve quickly.
- You are interested in growing into an Executive Operations Manager or Chief of Staff role.

What We Offer
- The chance to work directly with an entrepreneur building and scaling multiple businesses.
- Exposure to biotechnology, healthcare, automotive, finance, and business development.
- A highly entrepreneurial environment with meaningful responsibilities.
- The opportunity to make a direct impact on business growth and execution.
- Career advancement potential into senior executive operations and leadership.
- Competitive compensation based on experience and qualifications.

The Opportunity for Growth This role is designed for someone who wants to grow beyond traditional executive assistance.

As our businesses continue to expand, the successful candidate will have the opportunity to take on increasing responsibilities in project management, executive operations, and strategic coordination, with a potential career path toward Chief of Staff.

How to Apply

Please submit your resume along with a brief introduction explaining why you would be an excellent fit for this role.

In your application, please answer:

If you were supporting a CEO overseeing four growing businesses, how would you organize their priorities, manage team accountability, and ensure projects are completed without requiring constant follow-ups from the CEO?

We value initiative, ownership, resourcefulness, and execution above all else.

Pay: $60,000.00-$80,000.00 per year

Work Location: Hybrid remote in Vaughan, ON (Peel District)

📌 Executive Assistant to CEO (Vaughan)
🏢 Media Nexus
📍 Vaughan