Executive Assistant/ Personal Assistant to CEO

Casa Dolce Casa; Vaughan; On-site; CAD 70,000 - 100,000; Full time

Job summary

Casa Dolce Casa in Vaughan, Canada, seeks an Executive Assistant to the CEO who will provide high-level administrative support, manage calendars, coordinate communications, and handle confidential information with discretion.

You will organize meetings, travel, prepare reports and presentations, coordinate with stakeholders, and help with personal tasks as needed, supporting the CEO in a fast-paced, professional environment.

Qualifications

• Bachelor’s degree or equivalent in a relevant field.
• 2–3 years of experience as an executive assistant or in a similar role.
• Proven proficiency with MS Office and strong communication skills.

Responsibilities

• Manage and maintain the CEO’s calendar, schedule meetings, and coordinate travel.
• Prioritize communications and prepare high-quality correspondence and documents.
• Coordinate meetings, prepare agendas, take minutes, and follow up on actions.

Skills

MS Office

Organizational skills

Communication

Discretion

Education

Bachelor’s degree in Business Administration or related field

Tools

Microsoft Office

Job description

Position Overview

The Executive Assistant to the CEO provides high-level administrative support to the Chief Executive Officer. This role is crucial in ensuring the smooth operation of the CEO’s office and involves managing schedules, coordinating communications, and handling a variety of administrative tasks. The ideal candidate will be highly organized, professional, and able to handle sensitive information with discretion.

Key Responsibilities

Executive Support

• Manage and maintain the CEO’s calendar, including scheduling meetings, appointments, and travel arrangements.
• Prioritize and handle incoming communications, including calls, emails, and correspondence, ensuring timely responses and follow-ups.
• Prepare and edit high-quality correspondence, reports, presentations, and other documents as needed.
• Organize and coordinate meetings, including preparing agendas, taking minutes, and ensuring follow-up on action items.

Personal Assistance

• Assist with personal tasks and errands for the CEO, including managing personal appointments, travel, and other non-business related activities.
• Coordinate family and personal events, including planning and arranging logistics.
• Manage and organize personal files and documents.

Communication and Liaison

• Act as the primary point of contact between the CEO and internal/external stakeholders.
• Facilitate communication and ensure smooth interaction between the CEO and other executives, employees, clients, and partners.
• Draft, proofread, and send communications on behalf of the CEO, ensuring clarity and professionalism.

Office Management

• Oversee the day-to-day operations of the CEO’s office, including managing office supplies and equipment.
• Coordinate with other administrative staff to support office functions and maintain efficiency.

Travel and Event Coordination

• Arrange domestic and international travel for the CEO, including flights, accommodations, and transportation.
• Plan and coordinate high-profile events, meetings, and conferences, ensuring all logistical aspects are handled efficiently.

Project and Task Management

• Assist with special projects and initiatives as directed by the CEO.
• Conduct research, compile data, and prepare reports and presentations to support decision-making.
• Track and follow up on key projects and deadlines, ensuring timely completion of tasks.

  Confidentiality and Discretion

  • Handle sensitive information and maintain confidentiality with the utmost professionalism.
  • Exercise discretion and sound judgment in dealing with high-level matters and confidential issues.

  Education

  Bachelor’s degree in Business Administration, Management, or a related field preferred.

  Experience

  Minimum of 2-3 years of experience as an executive assistant or in a similar administrative role, preferably supporting a CEO or senior executive.

  Skills

  • Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other office software.
  • Excellent organizational, time-management, and multitasking abilities.
  • Superior verbal and written communication skills.
  • Ability to prioritize tasks and handle multiple responsibilities effectively.
  • High level of discretion, confidentiality, and professionalism.
  • Strong problem-solving skills and attention to detail.

  Attributes

  • Professional demeanor and positive attitude.
  • Ability to work independently and as part of a team.
  • Proactive and resourceful approach to problem-solving.
  • Flexibility and adaptability in a dynamic and fast-paced environment.

  Working Conditions

  • Standard office environment with travel as required.
  • Full-time position with typical business hours, though extended hours may be necessary depending on the CEO’s schedule.