Executive Assistant

Executive Assistant to the CEO

Location:

London, Ontario

Employment Type:

Full-Time (40  hours per week)

Reports To:

Chief Executive Officer

Travel :

Occasional travel within Ontario and outside Ontario.

Compensation:

 $62,400 annually ( $30/hour)

based on a 40-hour work week, plus benefits and eligibility for performance-based bonuses.

RESUMES TO: [email protected]

About the Role

We are seeking a highly experienced and proactive Executive Assistant to provide high-level executive, administrative, and operational support. This role is ideal for someone who is exceptionally organized, thrives in fast-paced environments, and has strong experience managing executive priorities, event coordination, and business operations.

The successful candidate will play a critical role in helping streamline day-to-day operations while acting as a trusted partner to leadership. Will  work closely with the CEO to improve organization, protect executive time, coordinate priorities, and ensure important projects and commitments move forward.

Key Responsibilities1. Executive & Calendar Management

• Manage the CEO’s  executive schedule, including calendar management, appointments, meetings, agendas, correspondence, email,  phone calls, and related logistical support.
• Plan, prioritize, and organize the CEO’s schedule to ensure executive time is aligned with key business priorities.
• Coordinate meetings, conferences, and video calls across multiple locations.
• Prepare meeting agendas and supporting materials, record minutes, document decisions, and track action items.
• Anticipate scheduling conflicts and proactively coordinate solutions.

2. Executive Communications & Stakeholder Coordination

• Monitor and organize the CEO’s email and communications, identifying and prioritizing urgent or time-sensitive matters.
• Draft, review, and prepare professional correspondence on behalf of the CEO as required.
• Serve as a key liaison between the CEO, senior leadership, employees, vendors, consultants, and other internal and external stakeholders.
• Coordinate communication and follow-up across departments and company locations.
• Oversee the flow of information to the CEO, ensuring relevant information is organized, accurate, and available when required.

3. Project Management, Follow-Up & Accountability

• Manage and monitor executive projects, priorities, deadlines, and deliverables using Asana and other company systems.
• Track progress on tasks and action items assigned to team members and follow up to ensure timely completion.
• Maintain visibility of outstanding commitments, deadlines, and deliverables requiring executive attention.
• Identify delays, dependencies, or potential issues and escalate them appropriately.
• Support accountability and follow-through across executive and cross-functional initiatives.

4. Strategic & Business Support

• Prepare reports, presentations, spreadsheets, briefing materials, and other executive documentation.
• Support the tracking of business priorities, initiatives, and key organizational objectives.
• Provide administrative and coordination support for projects involving multiple departments or company locations.

5. Operations & Administration

• Support day-to-day administrative and operational functions on behalf of the CEO.
• Maintain and continuously improve internal processes, systems, and workflows that support executive efficiency and organizational coordination.
• Coordinate resources and information across locations to streamline workflows and support business priorities.
• Conduct periodic operational and quality-control observations across warehouse locations, as directed by the CEO, and report identified concerns or opportunities for improvement.
• Assist with additional administrative and operational duties as assigned.

6. Travel, Events & Logistics

• Coordinate business travel, including flights, accommodations, transportation, itineraries, meetings, and related logistics.
• Support the planning and coordination of company events, warehouse sales, operational meetings, and other business activities.
• Organize internal team communications and coordinate on-site and off-site meetings or events.
• Assist with occasional personal scheduling and logistical matters when required to support the CEO’s overall productivity.

7. Expense & Financial Administration

• Prepare, organize, and t…