Executive Assistant

Our client is a leading restoration company based in Scarborough, serving the Greater Toronto Area with emergency water, fire, and mould restoration services.

The Executive Assistant is the operational right-hand to the CEO. The CEO is a visionary who moves fast, initiates constantly, and leads by energy and persuasion. The EA ensures that everything the CEO starts actually lands: tasks tracked, commitments closed, calendar managed, and nothing dropped. This includes keeping visibility on the family calendar so their home life and work life stay in sync. The EA is not managing their personal affairs; they are making sure the CEO knows what they need to do, and when, so nothing falls through the cracks on either side.

This is an ideal role for someone who is self-directed, sharp, and finds energy in making a fast-moving leader more effective.

Duties:

• Maintain full visibility on all active CEO priorities
• Own and manage the CEO's professional calendar
• Track every open task, deadline, and deliverable and follow up until completion
• Flag items at risk of slipping before they slip
• Coordinate the family calendar, aligning schedules and flagging conflicts
• Resolve scheduling conflicts
• Ensure the CEO is prepared for every commitment: materials, context, reminders
• Triage and manage incoming communications for the CEO
• Draft and respond on their behalf when appropriate
• Escalate urgent or sensitive items immediately
• 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
• 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
• Brief them on what they need to action, bring, or know before family commitments happen
• 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
• Identify and implement workflow improvements without being asked

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
• 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