Administrative Assistant

Mach7 Technologies; Waterloo; On-site; CAD 45,000 - 60,000; Full time

Job summary

A dynamic software company in Waterloo is seeking an organized Administrative Assistant to support the CEO. In this role, you will manage the CEO's calendar, coordinate international travel, and ensure smooth operations behind the scenes. Ideal candidates thrive in fast-paced environments and have experience supporting senior leaders, with strong organizational and communication skills.

Qualifications

• Experience supporting a senior leader, preferably a CEO.
• Comfortable with fast-paced, ambiguous environments.
• Ability to solve logistical challenges effectively.

Responsibilities

• Manage the CEO's calendar and meetings.
• Coordinate travel logistics across time zones.
• Prepare meeting materials and follow up on action items.
• Serve as the first point of contact for clients and vendors.

Skills

Organization

Time-zone juggling

Clear communication

Phone etiquette

Attention to detail

Tools

Microsoft Teams

Zoho

Job description

Direct message the job poster from Mach7 Technologies

We’re on the lookout for an incredibly organized, unflappable, and proactive Administrative Assistant to join our growing team! Looking for someone who’s excited to play a key role in keeping our CEO’s world running smoothly. This is a role for a true logistics whisperer, someone who thrives on coordinating details across time zones, managing schedules, and keeping things on track behind the scenes.

If you're the kind of person who gets a little joy from a perfectly color-coded calendar or loves solving the puzzle of international travel arrangements, keep reading.

What You’ll Be Doing :

• Be the right hand to the CEO – managing her calendar like a pro, making sure every meeting, prep doc, and follow-up is in the right place at the right time.
• Master the art of scheduling – across multiple time zones (including New Zealand!), juggling internal meetings, external stakeholders, board sessions, and more.
• Own travel logistics – from flights and hotels to ground transport and meal recommendations. Basically, if it needs planning, you’re on it.
• Prep and follow-up – help with meeting materials, agendas, light note-taking, and making sure action items don’t fall through the cracks.
• Be a go-to for logistics – whether it’s organizing a leadership offsite or coordinating a last-minute Zoom from three time zones away.
• Keep it moving – anticipate needs, solve for roadblocks, and help the CEO stay focused on what matters most.
• Be the first voice people hear – answer phones with warmth and professionalism, making every caller feel like they’re in the right place.
• Represent the company with confidence – as the first point of contact, you set the tone and make a strong impression for clients, partners, and vendors.
• Be ready to support other leaders – jump in to assist with scheduling or logistics when needed to keep things running smoothly across the team.

You Might Be a Great Fit If You...

Are wildly organized and love bringing calm to chaos.

Can time-zone juggle in your sleep (okay, maybe not literally ).

Have experience supporting a senior leader (bonus if it's a CEO or executive).

Communicate clearly and professionally, whether it’s a Teams message or a polished email.

Handle phone calls like a pro - clear, confident, and friendly.

Thrive in fast-moving environments and are comfortable with ambiguity.

Have an eye for detail and the big picture.

Love being the person who just knows what needs to happen next.

Bonus Points For :

Experience working remotely or across global teams

Familiarity with Microsoft Teams, Zoho and other modern tools

A sense of humor and a "no job too small" mindset

Deep appreciation for a well-crafted to-do list

Why You’ll Love It Here :

We’re a small-but-mighty team doing meaningful work in a fast-paced, supportive, and people-first environment. You’ll have the chance to make a big impact, work closely with our leadership team, and help shape the rhythm of the business from the inside out.

If you’re someone who thrives on keeping things moving, loves supporting high-impact leaders, and is looking for a role where your attention to detail really matters we’d love to meet you.

Apply now — and help us keep the wheels turning and the plane in the air.

Seniority level

Seniority level

Associate

Employment type

Employment type

Full-time

Job function

Job function

Administrative and Customer Service

Industries

Software Development and Hospitals and Health Care

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