Executive Assistant

Right Time Heating and Air Conditioning; Canada; Hybrid; CAD 70,000 - 95,000; Full time

Benefits offered by this job

Health, dental, and life insurance

RRSP/Retirement Savings Plan

Professional growth opportunities

Competitive salary with performance‑dr

Job summary

Right Time Heating and Air Conditioning is seeking an experienced Executive Assistant to provide proactive, high-level support to the CEO and the Executive Leadership Team. The role coordinates calendars, meetings, travel, expenses, and special projects across multiple sites, ensuring discretion and professional communication at all times.

The ideal candidate will have 5–7 years supporting C-suite executives, exceptional organizational skills, and advanced Microsoft Office proficiency.

Qualifications

• Role requires 5–7 years supporting C-suite executives, preferably a CEO.
• Strong organizational, time-management, and communication skills.
• Demonstrated ability to handle confidential information with discretion.
• Excellent written and verbal communication and professional demeanor.
• Experience supporting senior leaders in a multi-site or dispersed organization is a plus.

Responsibilities

• Provide proactive calendar management for the CEO and ELT, prioritizing meetings and conflicts.
• Coordinate meetings, travel, expenses, materials, and follow-up actions.
• Prepare meeting minutes, briefing notes, and presentations for leadership.
• Screen communications and ensure timely follow-up on action items.
• Support internal communications issued by the CEO and ELT.
• Assist with special projects and strategic initiatives as needed.
• Maintain discretion handling highly confidential information.

Skills

Executive support

Organization

Time management

Communication

Attention to detail

Discretion

Problem solving

Relationship management

Proactive mindset

Professionalism

Education

Postsecondary education in Business Administration or Office Administration

Tools

Microsoft Office

Job description

Are you ready to join a dynamic team where innovation, collaboration, and growth are at the forefront? At Right Time, we're more than a workplace - we're a team of dedicated professionals committed to delivering exceptional service while living our promise of getting it JUST RIGHT.

About Us:

Right Time is one of Canada's leading home services companies, proudly serving homeowners through a trusted network of local heating, cooling, plumbing, electrical, and indoor air quality brands. Operating across Ontario, British Columbia, Alberta, Saskatchewan, Manitoba, and Nova Scotia, our team of more than 1,100 employees is united by a shared commitment to exceptional customer service, craftsmanship, and safety.

While each of our brands has deep roots in its local community, together we are building One Right Time - sharing best practices, investing in our people, and creating consistent experiences for both our employees and our customers. Guided by our values, we are committed to creating an environment where people can grow, collaborate, and make a meaningful impact every day.

Position Summary

Reporting directly to the Chief Executive Officer (CEO), the Executive Assistant is a trusted partner responsible for providing proactive, high-level executive and administrative support to the CEO while coordinating key activities across the Executive Leadership Team (ELT).

This role serves as the central point of coordination for executive calendars, leadership meetings, travel, communications, expenses, and special projects.

The successful candidate will anticipate needs, manage competing priorities, exercise sound judgment, and ensure the CEO and Executive Leadership Team can remain focused on driving the business forward.

This position requires exceptional organizational skills, professionalism, discretion, and the ability to thrive in a fast-paced, evolving environment.

This position is a hybrid role preferably located within the GTA or surrounding area

Key Responsibilities:

Executive Support

• Provide proactive calendar management for the CEO, strategically prioritizing meetings, commitments, and competing demands to maximize executive effectiveness and ensure alignment with business priorities.
• Coordinate meetings, appointments, events, and executive commitments.
• Anticipate scheduling conflicts and proactively recommend solutions.
• Coordinate domestic and international travel, including detailed itineraries, accommodations, transportation, and related logistics.
• Prepare and process expense reports and corporate credit card reconciliations in accordance with company policies.
• Prepare meeting materials, presentations, briefing notes, reports, and correspondence.
• Screen and prioritize communications, ensuring timely follow-up on action items.
• Handle highly confidential and sensitive information with absolute discretion.
• Coordinate Executive Leadership Team meetings, including agenda development, meeting logistics, preparation of materials, and follow-up on action items.
• Schedule recurring executive meetings while balancing competing business priorities.
• Prepare meeting minutes and distribute decisions and action items.
• Provide administrative support to Executive Leadership Team members, including travel coordination, meeting scheduling, and other executive support as required.
• Track key deliverables and deadlines across the Executive Leadership Team.

Executive Coordination & Business Support

• Coordinate company leadership events, strategic planning sessions, off-sites, and executive meetings.
• Assist with internal communications issued by the CEO and Executive Leadership Team.
• Support special projects, strategic initiatives, and organizational priorities as assigned.
• Liaise with internal and external stakeholders while representing the CEO and Executive Leadership Team professionally.
• Identify opportunities to improve executive administrative processes and efficiencies.
• Monitor follow-up actions arising from Executive Leadership Team meetings and assist in tracking key initiatives to completion.

Qualifications

• Postsecondary education in Business Administration, Office Administration, or a related discipline is preferred.
• Minimum 5-7 years of experience supporting C-suite executives, preferably a Chief Executive Officer.
• Exceptional organizational and time management skills with the ability to manage multiple competing priorities.
• Strong attention to detail and follow-through.
• Excellent verbal, written, and interpersonal communication skills.
• Advanced proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint and Teams).
• Demonstrated ability to exercise sound judgment and maintain strict confidentiality.
• Highly professional with a proactive, customer-service mindset.
• Experience supporting senior executives within a multi-site or geographically dispersed organization is considered an asset.
• Executive Presence
• Professionalism and Confidentiality
• Planning and Organization
• Relationship Management
• Communication
• Initiative and Proactive Problem Solving
• Attention to Detail
• Time Management
• Accountability
• Sound Judgment

Success in this Role

The successful candidate will:

• Enable the CEO and Executive Leadership Team to focus on strategic priorities by providing exceptional executive coordination and administrative support.
• Anticipate needs before they arise.
• Build trusted relationships across the organization and with Board members.
• Deliver a consistently high level of professionalism and service.
• Ensure executive meetings, leadership events, and key business activities are planned and executed seamlessly.
• Maintain the highest level of discretion when handling confidential information.
• Competitive salary with performance-based incentives.
• Comprehensive benefits package, including health, dental, and life insurance.
• Eligibility to participate in a Retirement Savings Plan.
• Professional growth opportunities in a dynamic and innovative setting.
• A close-knit, supportive work environment that values collaboration and creativity.

This is to fill an existing vacancy (we are growing!)