Executive Assistant

Love Energy Savings; Ontario; Remote; CAD 60,000 - 80,000; Full time

Job summary

A leading luxury lifestyle company is seeking a proactive Executive Assistant to support the CEO. This remote role demands exceptional organizational skills and discretion given the sensitive nature of the work. The ideal candidate will thrive in fast-paced environments, manage priorities efficiently, and contribute significantly to the executive's daily operations.

Benefits

Engaging remote workplace

Opportunity to work directly with leadership

Focus on continuous learning and improvement

Qualifications

• 3-5 years supporting senior executives.
• Proven experience in luxury or high-pressure environments.
• Able to handle on-demand requests and work weekends if necessary.

Responsibilities

• Manage CEO’s calendar and appointments.
• Prepare meeting agendas and take minutes.
• Support project coordination and maintain digital files.

Skills

Discretion

Organizational Skills

Communication

Attention to Detail

Problem-Solving

Technological Proficiency

Education

Certifications in administration or related fields

Tools

MS Office

CRM systems

Job description

Position: Executive AssistantLocation: Remote (Work-from-home setup required)Working Hours: Primarily aligned with US Eastern Time business hoursCompany: Sienna Charles

About Sienna Charles

Sienna Charles is a premier luxury lifestyle company, celebrated for curating bespoke experiences and delivering unparalleled service to our elite clientele. Recognized in prestigious publications such as Forbes, we are dedicated to setting new standards of excellence, innovation, and personalized attention within the luxury market. Our mission is to craft memorable, seamless experiences that embody sophistication, exclusivity, and meticulous detail—hallmarks of our brand.

Role Overview

We are seeking a highly organized, proactive, and discreet Executive Assistant to support our CEO. This pivotal role involves managing a dynamic schedule, facilitating effective communication, coordinating projects, and maintaining a polished social media presence—all while embodying the high standards of our luxury brand. The ideal candidate will be resourceful, adaptable, and thrive in a fast-paced, remote environment, ensuring flawless execution of daily operations and executive priorities.

Key Responsibilities

• Calendar Ownership & Management:Take full ownership of the CEO’s calendar, scheduling, rescheduling and prioritizing appointments and meetings to optimize time and productivity.
• Administrative & Correspondence Support:Manage emails and correspondence, and handle confidential information with utmost discretion. Draft, review, and send communications on behalf of the CEO as needed.
• Research and Preparation:
• Conduct research and gather information to support decision-making, ensuring that all necessary materials and insights are organized and readily available for review.
• Meeting Preparation & Follow-up:Prepare agendas, gather necessary materials, and take minutes during meetings. Follow up on action items and ensure deadlines are met
• Correspondence & Communication:
• Draft, send, and manage emails, including thank-you notes, client communications, and follow-up messages while ensuring professional and timely exchanges.
• Social Media & Personal Assistance:Schedule and post on the CEO’s personal social media accounts. Perform basic photo editing to align with brand standards. Support personal tasks as needed.
• Document & File Organization:
• Maintain and organize all digital files, documents, and assets in Dropbox or other platforms, ensuring easy access and proper categorization for quick retrieval.
• Project & Event Coordination:Support or manage special projects, company events, or initiatives to ensure seamless execution.
• Liaison & Stakeholder Management:Act as a point of contact between the CEO and internal teams, clients, partners, and external vendors, maintaining professionalism and confidentiality.
• Proactive Problem-Solving & Anticipation of Needs:Proactively identify potential issues or needs and resolve or escalate them efficiently, ensuring the CEO’s focus remains on strategic priorities.
• Support During Calls & Email Communication:
• In the CEO calls when necessary, take notes and assist in drafting and sending follow-up emails to clients, trip teams, or other stakeholders, ensuring clear and professional communication.
• General Office & Administrative Tasks:Maintain and update all relevant databases, project management tools, and systems. Keep all tasks organized and prioritized.

Persona Fit & Attributes

The right candidate will embody the following qualities:

• Discretion & Confidentiality:Trusted to handle sensitive information with integrity and professionalism.
• Relatable & Engaging Personality:Enjoys working with others and has excellent interpersonal skills
• Exceptional Attention to Detail:Obsessed with accuracy and quality in every task.
• Efficient & Prioritized:Skilled at managing multiple priorities with a strong sense of urgency.
• Proactive & Ownership-Oriented:Takes initiative to improve processes and anticipates needs before they arise.
• Technologically Proficient:Quick learner of new systems and adept with common tools like MS Office, social media platforms, and CRM systems.
• Resilient & Flexible:Adaptable to a fast-changing environment, able to work calmly under pressure.

Requirements

• 3-5 years supporting senior executives, preferably in luxury or high-pressure environments.
• Proven experience as an executive or personal assistant supporting high-level executives.
• Strong organizational skills with a focus on confidentiality.
• Ability to handle on-demand requests, including some weekends.
• Technological aptitude and proficiency with relevant tools.
• Excellent communication skills—written and verbal.
• Preferred - certifications in administration or related fields.

Why Join Sienna Charles?

At Sienna Charles, you’ll enjoy a fast-paced, engaging remote workplace that values continuous learning and improvement. Our small, close-knit team offers the opportunity to work directly with leadership and make a meaningful impact. We uphold the highest standards of attention to detail, efficiency, and discretion—if you excel in such an environment, we want to hear from you.