Executive Assistant and Operations (Toronto)

Executive Assistant and Operations (Toronto)

The Opportunity

We are looking for someone who thrives at the center of a fast-moving, high-trust business, a true right hand to our leadership team. You will directly support a few of our Vice Presidents, keeping them organized, ahead of schedule, and free to focus on the work that matters most.

You are proactive, resourceful, and energized by making things run smoothly. You anticipate needs before they are voiced, you protect people’s time fiercely, and you bring calm and order to a busy day. You know how to juggle competing priorities across multiple leaders without dropping a ball, and you take genuine pride in being the person everyone can rely on.

You understand that great executive support is built on trust, discretion, follow-through, and judgment. You are comfortable managing sensitive information, making decisions on someone else’s behalf, and being the connective between our leaders, our teams, and our clients. This role will require some in office and on site support.

Most importantly, you make the people you support better at their jobs.

We want to see:

• Strong organization and follow-through

• Sound judgment and discretion

• Ownership and initiative

• The ability to manage competing priorities

• Calm under pressure

• A track record of making executives more effective

About Us

We are an award-winning consulting firm specializing in acoustics, noise, and vibration engineering across North America.

We work on high-profile and technically complex projects including:

• Transit and infrastructure

• Commercial and mixed-use developments

• Cultural and performance spaces

• Environmental and industrial projects

• Healthcare, residential, education, and civic buildings

But what truly sets us apart is our culture.

Our Mississauga head office is the heart of the firm, with the energy of a place that genuinely enjoys the work and the people doing it. We care deeply about:

• Collaboration

• Flexibility

• Personal growth

• Great people

• Having fun while doing meaningful work

This is not a rigid corporate environment. We value initiative, personality, authenticity, and people who want to help shape and grow something.

What You’ll Do

Own Calendars and Timesheets

Manage complex, shifting calendars for VPs scheduling, prioritizing, resolving conflicts, and protecting time for the work that matters most as well as timesheets (we are consulting).

Run Point on Communications

Act as a trusted first point of contact, triaging inboxes, drafting and managing correspondence, and making sure nothing falls through the cracks.

Coordinate Meetings and Travel

Organize meetings, prepare agendas and materials, capture and follow up on action items, and arrange travel and logistics end to end.

Keep Projects Moving

Track deadlines, deliverables, and commitments across multiple leaders, following up proactively so priorities stay on schedule.

Support the Business

Prepare presentations, reports, and expense submissions; help coordinate events and team activities; and pitch in on the operational details that keep the office running well.

Be a Trusted Partner

Handle sensitive information with discretion, represent our leaders professionally with clients and stakeholders, and anticipate what’s needed before you’re asked.

What You Bring

Must-Haves

• 5+ years of experience as an Executive Assistant, Administrative Assistant, or in a comparable support role

• Proven experience supporting multiple executives or senior leaders at once

• Exceptional organization, time management, and attention to detail

• Strong written and verbal communication skills

• Sound judgment, discretion, and the ability to handle confidential information

• A proactive, solutions-oriented mindset - you anticipate rather than react

• Comfort managing competing priorities and shifting deadlines with a calm, professional demeanor

• Proficiency with Microsoft 365 (Outlook, Word, PowerPoint, Excel, one drive, adobe, and SharePoint) and comfort learning new tools

• Live meeting prep

• Self-driven, dependable, and highly organized

Compensation

• Base Salary $70,000–$85,000, commensurate with experience plus performance bonus

• Comprehensive benefits and support for personal growth and development

• Flexible and autonomous working environment

Compensation is designed to reward reliability, ownership, and the impact you have on our leadership team’s effectiveness.

Why Join Us

• A role with real impact at the center of the business

• Ambitious, collaborative Mississauga head office

• Flexible, people-first culture

• Strong leadership support and mentorship

• The chance to grow with a firm that’s scaling

• Interesting and meaningful projects

• Collaborative and genuinely fun team environment

We believe great work happens when talented people are trusted, supported, challenged, and able to enjoy the process along the way.

Working @ Aercoustics

Our culture is ambitious, collaborative, and people-focused. We care deeply about the work we do and the people we do it with.

Some of the values that guide us:

• Make it Fun

• We’re In It Together

• Innovate, Solve, Repeat

• Respect the Science

• Everyone is a Leader

How to Apply

We encourage applicants to highlight examples of how they’ve supported busy leaders, managed competing priorities, and brought order and follow-through to a fast-paced environment, and apply through this link.

We value diversity and inclusion and encourage all qualified candidates to apply. Accommodation is available throughout the recruitment process upon request, if needed please reach out to PaulaA@aercoustics.com

Learn more about us at www.aercoustics.com and follow us on LinkedIn and social media @aercoustics.