The Executive Administrative Assistant ensures that everything the CEO starts actually lands: tasks tracked, commitments closed, calendar managed, and nothing dropped. This position involves task and priority management, calendar management, communication and email management, meeting coordination, operational support and project coordination. This is an ideal role for someone who is self-directed, sharp, and finds energy in making a fast-moving leader more effective.
Responsibilities:
Task and Priority Management
- Maintain full visibility on all active CEO priorities
- Track every open task, deadline, and deliverable and follow up until completion
- Provide proactive updates
- Flag items at risk of slipping before they slip
Calendar and Schedule Management
- Own and manage the CEO's professional calendar
- Coordinate the family calendar, aligning schedules and flagging conflicts
- Resolve scheduling conflicts before they become problems
- Ensure the CEO is prepared for every commitment: materials, context, reminders
Communication and Email Management
- Triage and manage incoming communications for the CEO
- Draft and respond on their behalf when appropriate
- Lead with the headline: what the CEO needs to decide or know, then the context
- Escalate urgent or sensitive items immediately
- Filter noise and protect their attention for what actually requires it
Meeting Coordination and Follow-Through
- Prepare agendas, pre-read materials, and context briefs before every meeting
- Capture notes and track all commitments and action items
- Ensure follow-through on every decision made
- Coordinate logistics for internal and external meetings
Family Schedule Coordination
- Maintain visibility on the family calendar so the CEO knows what he needs to do and when
- Flag family commitments that affect their work schedule and prompt them in advance
Operations, Project Coordination and Systems
- Support task and project tracking in Monday.com
- Coordinate vendors, purchases, and logistics as needed
- Assist with process documentation and workflow improvements
- Use Google Workspace, Monday.com, and AI tools to maximize efficiency
Qualifications:
- 3 to 5+ years supporting senior executives or founders
- Sharp, quick-thinking, and self-directed: reads context, fills gaps, and makes good calls without being re-briefed
- Demonstrated experience managing both professional and personal support simultaneously
- Exceptional follow-through: a track record of closing loops, not just opening them
- High discretion across professional and personal matters, including family
- Direct, confident communicator, written and verbal
- You’re a problem solver, each challenge you come across you work to find solutions
- Proficiency in Google Workspace, Monday.com (asset not required), and Outlook.
- Calm under pressure with the ability to manage a shifting workload and priorities without dropping anything
- A genuine interest in personal development and continuous learning
- Comfortable operating with a high-intensity principal who moves fast and changes course
- Valid driver’s licence
Please note that this position is fully on-site (Scarborough, ON) and is a permanent, full-time opportunity. The salary range for this role is between $70,000 and $85,000.
