Executive Assistant to Chief Executive Officer

Job Opportunity: Executive Assistant to the CEO

Location: South London, ON

Job Type: Full-Time Permanent

Schedule: Monday - Friday, with potential for some weekends as required.

Salary: $55,000 to $65,000 annually depending on experience.

Background check: This position requires successful completion of a comprehensive background check, with no past or current offenses.

AI Screening: We do not use any AI Technology in our recruitment process.

Vacancy Status: This posting is for an existing vacancy.

What’s in it for you?

• A consistent, Full-time permanent position.
• Competitive Salary.
• Full Benefits package (Health, Dental, EFAP)
• RRSP Matching + access to financial planning.

Role Overview

The Executive Assistant (EA) serves as a strategic partner to the President/CEO, responsible for optimizing the President/CEO’s time, focus, and productivity across business and personal domains. This role goes beyond administrative support it requires anticipation, decision-making, and operational leadership.

The Executive Assistant acts as a gatekeeper, calendar strategist, and communication liaison, ensuring that the Preseident/CEO is consistently focused on high-impact, revenue-generating activities. The role also includes close coordination with the President/CEO’s spouse on personal scheduling, travel, and household-related commitments, incorporating her input into planning and decision-making where applicable.

Success in this role requires exceptional organization, discretion, business acumen, and the ability to operate proactively in a fast-paced, high-performance environment.

Key Responsibilities

1. Executive Time & Calendar Optimization

• Own and manage the President/CEO’s calendar with focus on efficiency, clarity, and strategic prioritization.
• Protect the President/CEO’s time by filtering requests and prioritizing high-value opportunities.
• Ensure all meetings include clear agendas, context, and desired outcomes.
• Align scheduling with the President/CEO’s ideal week structure (creative time, meetings, family time, etc.)
• Continuously audit and optimize calendar flow (daily, weekly, 6-week lookahead)

2. Communication & Inbox Management

• Manage and triage all incoming communications.
• Maintain inbox-zero discipline twice daily.
• Draft and send professional, timely, and brand-aligned responses on behalf of the President/CEO.
• Identify and escalate only critical or strategic communications.
• Maintain CRM-level awareness of key contacts and relationships.

3. Strategic Planning & Proactive Support

• Anticipate needs by reading the play through daily, weekly, monthly, and quarterly horizons.
• Prepare the President/CEO for all meetings, events, and commitments with relevant context.
• Maintain and reference President/CEO’s preferences to minimize repeat questions.
• Provide options and recommendations for decision-making.

4. Meeting & Event Coordination

• Schedule and coordinate internal and external meetings with strict adherence to priorities.
• Ensure all meetings are necessary, well-prepared, and outcome driven.
• Organize corporate events, speaking arrangements, and networking opportunities.
• Coordinate strategic relationship-building events.

5. Travel and Logistics Management

• Plan and execute end-to-end travel.
• Create detailed travel itineraries and trip files with all logistics and contacts.
• Ensure optimal scheduling, cost-efficiency, and alignment with President/CEO’s preferences.
• Manage changes, delays, and contingencies in real time.

6. Personal & Family Coordination

• Manage personal appointments and lifestyle scheduling for the President/CEO.
• Coordinate closely with the President/CEO’s spouse on calendar alignment, travel, and household-related events.
• Ensure the President/CEO’s spouse is informed and included (as applicable) in relevant bookings and plans.
• Schedule family commitments, retreats, and key personal events.

7. Financial & Administrative Oversight

• Monitor expenses related to Presidents/CEO’s activities and travel.
• Support invoicing and basic financial tracking.
• Coordinate with finance teams on payments, wire transfers, and budgeting.

8. Project & Task Management

• Track key business projects, deadlines, and deliverables.
• Maintain organized task lists and ensure completion of daily/weekly priorities.
• Act as liaison between the President/CEO and internal teams.
• …