Executive Assistant

MST Rebar Inc.; Vaughan; On-site; CAD 65,000 - 90,000; Full time

Benefits offered by this job

Medical coverage

Dental coverage

Vision coverage

Wellness program

Perkopolis perks

Job summary

MST Rebar Inc. is seeking a highly organized Executive Assistant to be the right hand of our CEO in Vaughan, Canada.

You will manage the CEO’s calendar, travel, priorities, and prepare materials to keep executives and teams aligned while handling confidential matters with discretion. In this role you will oversee day-to-day office operations, coordinate events, support senior leaders, and ensure communication flows smoothly across the organization.

Qualifications

• 3+ years of experience supporting a CEO or senior executive in a fast-growing company.
• Proven ability to manage a complex executive calendar and coordinate domestic and international travel.
• Experience with vendors, budgeting, and events planning.

Responsibilities

• Manage the CEO’s calendar, travel, and priorities; prepare agendas and documents for meetings.
• Handle CEO inbox, draft routine responses, and route requests; track action items.
• Coordinate office operations, facilities, vendors, and events; oversee scheduling for senior leaders.

Skills

Calendar management

Travel arranging

Meeting coordination

Communication

Discretion & confidentiality

Office management

AI tools familiarity

Job description

MST Rebar is transforming concrete construction with MST-BAR, an innovative glass fibre-reinforced polymer (GFRP) rebar that resists corrosion, weighs significantly less than steel, and offers superior concrete bonding.

Headquartered in Toronto, with U.S. manufacturing in North Carolina, we are expanding to meet growing demand for durable, sustainable construction materials. Joining MST Rebar means becoming part of an ambitious, growing company where your contributions make a difference and opportunities for growth are abundant.

THE ROLE:

We are looking for a highly organized, proactive and detail-oriented Executive Assistant to be the right hand of our CEO and the person who keeps our office running smoothly. You will manage the CEO’s time, travel and priorities, and you will make sure our team, our clients and our senior leaders have what they need to do their best work. It is a role for someone who thrives on variety, exercises sound judgment, handles confidential matters with discretion, and stays calm when priorities shift.

WHAT YOU WILL DO:

Supporting the CEO

• Manage the CEO’s calendar: schedule meetings, resolve conflicts, and reshuffle priorities as business needs change.
• Plan and book the CEO’s domestic and international travel, including flights, ground transportation, accommodations and detailed itineraries, and handle last-minute changes.
• Brief the CEO daily and weekly on upcoming meetings, deadlines and travel, and prepare the agendas, background materials and documents needed for each.
• Manage the CEO’s inbox and correspondence: flag priority items, draft routine responses, and route requests to the right people.
• Track action items and commitments from the CEO’s meetings and follow up with owners to make sure they are completed on time.
• Prepare presentations, reports, spreadsheets and correspondence on the CEO’s behalf.
• Act as the CEO’s liaison with senior leaders, employees, clients and external partners, handling confidential and sensitive information with discretion.
• Prepare and reconcile the CEO’s expense reports.
• Provide occasional after-hours support during executive travel or urgent business matters.

Supporting the Organization

• Oversee day-to-day office operations, including facilities, equipment, maintenance requests, and relationships with landlords, vendors and service providers.
• Order and manage office, kitchen and meeting supplies, keeping inventory stocked and spending within budget.
• Coordinate client and visitor meetings: book rooms, arrange catering, welcome guests, and make sure meeting spaces and materials are ready.
• Plan and run company events and activities, including team events, celebrations, off-sites and conferences, from budget and venue selection through logistics and on-the-day coordination.
• Book and manage domestic and international travel for senior leaders, in line with company travel policy.
• Provide scheduling and administrative support to the senior leadership team as needed.

WHAT YOU BRING

• 3+ years of experience as an Executive Assistant or Senior Administrative Assistant supporting a CEO or senior executive, ideally in a fast-growing company.
• Proven experience managing a complex executive calendar and booking domestic and international travel for several people at once.
• Experience in office management, including working with vendors and service providers, ordering supplies, and managing spending within a budget.
• A track record of planning company events, off-sites and client meetings from start to finish.
• Strong organization and prioritization skills, with the ability to handle requests from several people and still meet every deadline.
• Excellent written and verbal communication skills, including the ability to draft professional correspondence, reports and presentations with minimal direction.
• Sound judgment and a self-directed approach: you anticipate needs, solve problems and follow through without waiting to be asked.
• Proven discretion and integrity in handling confidential and sensitive information.
• A polished, professional presence and the interpersonal skills to build strong relationships with clients, visitors, senior leaders and employees at every level.
• Advanced proficiency in Microsoft Outlook, Word, Excel and PowerPoint.
• Hands‑on proficiency with AI tools such as Claude and ChatGPT, using them to draft, summarize, research and organize work faster, with good judgment about protecting confidential information.

Nice to have:

Experience in manufacturing or construction, or in a company expanding into new markets.

WHY JOIN US:

A front-row seat to growth

As right hand to the CEO, you will see from the inside how a company scales: new markets, new facilities, new partners and the decisions behind them.

A product that matters

MST-BAR helps bridges, roads and buildings last longer with less maintenance and a smaller environmental footprint.

Room to grow

We have passed 200 people, expanded into the U.S., and international expansion is next. As we grow, so do the opportunities for people who step up.

Real ownership

This role touches every part of the company. You will shape how our office runs, how clients are welcomed, and how our team comes together.

Modern ways of working

We encourage our people to use AI tools like Claude and ChatGPT to work smarter, and we value new ideas about how to do things better.

A team that does it right

Join colleagues who take pride in quality, back each other up, and live by “Do it right, do it once.”

COMPENSATION & BENEFITS:

A competitive salary, plus medical, dental and vision coverage, GoodLife Fitness, Perkopolis employee perks, and Co-operators insurance discounts. Benefits begin after successful completion of the probationary period.

MST Rebar Inc. is an equal opportunity employer and values diversity in the workplace. We encourage applications from all qualified individuals, regardless of race, colour, religion, sex, national origin, age, disability or veteran status. Accommodations are available on request for candidates taking part in all aspects of the selection process.