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Peak Associates Limited

Executive Administrative Assistant

Toronto, ON, Canada
Scarborough, ON, Canada

Pay: $70,000 to $85,000 CAD / year
Job type: Full-time
Apply by: Oct 28, 2026
Posting language: English
Posted: Sep 28, 2026

Apply About employer

Applications open in a new tab.

Original job description

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.

Apply About employer

More about this job

Responsibilities

Manage the CEO’s priorities, tasks, professional and family calendars, communications, and meetings, ensuring commitments are tracked and completed. Coordinate projects, vendors, logistics, and operational systems, while preparing meeting materials and proactively flagging conflicts or risks.

Requirements

Candidates need 3 to 5+ years of experience supporting senior executives or founders, including simultaneous professional and personal support, with exceptional follow-through, discretion, communication, and problem-solving skills. Proficiency in Google Workspace and Outlook is required; Monday.com experience is an asset, and a valid driver’s licence is required.

Skills

Task And Priority Management
Calendar Management
Email And Communication Management
Meeting Coordination
Follow-Through
Project Coordination
Google Workspace
Monday.com
Outlook
Vendor Coordination
Process Documentation
Workflow Improvement
Discretion
Written And Verbal Communication
Problem Solving
Time Management

Visa sponsorship

Not detected in the job text

Keywords

Executive Administrative Assistant
CEO Support
Task Tracking
Priority Management
Calendar Management
Family Calendar Coordination
Email Triage
Communication Management
Meeting Agendas
Pre-Read Materials
Meeting Notes
Action Items
Project Tracking
Monday.com
Google Workspace
Outlook
AI Tools
Vendor Coordination
Process Documentation
Workflow Improvement
Confidentiality
Discretion
Executive Support
Personal Support
Scarborough, Ontario

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