Executive Assistant to CEO (Full-time, IN-OFFICE)

Icon Office Environments is seeking an execution-driven, highly proactive full-time Executive Assistant to the CEO. This role is for someone who excels in a fast-paced environment, thrives on taking ownership of tasks, and anticipates needs without requiring constant direction. You will manage both business and personal operations for the CEO, acting as a force multiplier to ensure everything runs efficiently, from scheduling and communication to travel and logistics.

The ideal candidate will lead the charge on a variety of key tasks and be comfortable working autonomously. We expect you to not only manage the day-to-day responsibilities but to drive improvements in systems and processes with minimal oversight. Proactivity and accountability are a must, as well as an ability to stay two steps ahead in a constantly changing environment.

Responsibilities

For the CEO

• Take full ownership of managing and prioritizing the CEO’s calendar, emails, and daily tasks, ensuring strategic use of the CEO’s time and minimizing the need for direction.
• Lead the preparation for meetings and travel by researching materials, drafting agendas, and organizing logistics.
• Anticipate the CEO's needs and proactively manage priorities, handling daily operations smoothly and independently.
• Coordinate complex travel plans, itineraries, and logistics, taking the lead on all aspects without requiring guidance.
• Effectively manage email communication, ensuring timely responses, prioritization, and proper routing. Drive email management with minimal oversight.
• Track and follow up on action items from meetings, ensuring timely and consistent completion.

For Icon Office Environments

• Take initiative in supporting leadership and internal teams with scheduling, communication, and coordination, acting as a key resource to ensure smooth operations.
• Manage LinkedIn and professional correspondence for the CEO, responding promptly and maintaining a professional tone.
• Support internal events, meetings, and team celebrations, ensuring timely planning and execution.
• Help coordinate internal wellness and fitness initiatives, driving participation and involvement.
• Contribute to maintaining office organization, ensuring a clean, professional workspace is always prioritized.
• Support the creation and implementation of SOPs across various functions, including internal team coordination, communication, and event management. You will ensure that SOPs are regularly updated to reflect best practices and operational changes.

Additional Duties

• Research and prepare background information ahead of meetings and travel to ensure the CEO is always fully prepared.
• Support the CEO in setting up a U.S. office and manage logistics, working independently and ensuring deadlines are met.
• Leverage AI tools to simplify, automate, and organize daily workflows, identifying areas for efficiency gains and acting on them without being asked.
• Coordinate errands, deliveries, and personal logistics when needed, ensuring smooth execution.
• Communicate through email, text, phone, and WeChat, maintaining a professional, persistent, and solution-oriented approach.
• Maintain confidentiality and professionalism at all times in all dealings, both internal and external.

Hard Skills

• Expert working knowledge of Google Workspace (Docs, Sheets, Drive, Gmail, etc.).
• Proven experience with Asana or similar project management tools, with the ability to drive adoption and improve workflows.
• Comfortable learning and applying new technologies and AI tools to optimize tasks.
• Excellent time and task management skills, with a demonstrated ability to handle multiple priorities independently and without oversight.
• Experience with scheduling, travel planning, and document organization.
• Strong written and verbal communication abilities with a professional tone at all times.
• Valid G driver’s license and access to a vehicle (mileage reimbursed).
• Comfortable with occasional evening or weekend support when necessary.

Soft Skills

• Proactive with a strong sense of ownership - you take charge of your tasks and responsibilities without needing reminders or constant guidance.
• A clear communicator who keeps others informed without being prompted, ensuring there’s no confusion on responsibilities or timelines.
• Calm, professional, and adaptable under pressure, able to manage competing priorities without compromising on quality.
• Highly organized, with strong attention to detail, and capable of staying ahead of tasks and deadlines.
• Self-motivated and able to stay on top of multiple tasks and deadlines without supervision.
• Open to feedback and quick to apply it - actively seeks improvement and makes necessary adjustments on your own.
• Accountable and dependable, with the judgment to handle confidential matters and the ability to work autonomously with discretion.
• Naturally curious and eager to learn new systems, tools, and processes to enhance personal and company growth.
• Approaches challenges with a solutions-based mindset, constantly improving systems and processes to increase efficiency.
• A genuine interest in health, fitness, and maintaining an active lifestyle, in line with the company’s wellness culture.
• Enjoys supporting others and building trusted relationships both internally and externally.

Bonus Experience

• Previous experience as an Executive Assistant, Project Coordinator, or Office Administrator, ideally in a highly organized, fast-paced role.
• Familiarity with multi-department coordination or executive-level support.
• Experience in a health or wellness-focused workplace is a plus.

Compensation

• $60,320-$70,720 annually based on experience, with eligibility for performance-based bonuses.
• Paid vacation and sick days - 3 weeks vacation, 2 paid sick days.
• Health and wellness benefits after 90 days (group benefits)
• Gym and personal trainer available at no cost, with yoga classes included.
• Mileage reimbursement for required travel (not commuting costs)
• Growth opportunities as the company expands.

Schedule: Monday to Friday, 8:30 a.m. to 5:00 p.m. (occasional flexibility required)
Location: 1125 Colborne St. E., Brantford, ON

About Icon Office Environments

Icon Office Environments creates inspiring workplaces through quality, design, and service. Our team takes pride in delivering exceptional experiences for clients while maintaining a collaborative and supportive internal culture.

We believe health and productivity go hand in hand. Our office is committed to encouraging a wellness-focused culture with team workouts, catered healthy meals, and personal training sessions. We’re also a low-refined sugar environment, promoting a healthy lifestyle for our team.

We’re looking for someone who shares these values and wants to grow in a role where wellness, efficiency, and impact all matter.

Hiring Process

1. Application and short questionnaire
2. 5-minute video submission
3. 30-minute culture interview
4. 60-minute technical interview (includes live testing in Asana & Google
5. 60-minute final interview (IN PERSON)