Executive Assistant & Special Projects Manager

Metta Lifestyles; Toronto, Ottawa; On-site; CAD 90,000 - 110,000; Full time

Benefits offered by this job

Performance bonus up to 15%

Full-time, permanent

Job summary

Metta Lifestyles is seeking an experienced Executive Assistant & Special Projects Manager to support the CEO, coordinate strategic initiatives and drive organizational success. Location is in-office in downtown Toronto with regular travel to residences.

Compensation ranges CAD 90,000 to CAD 110,000 base plus up to 15% performance bonus. This full-time, permanent role requires flexibility and strong leadership involvement.

Qualifications

• 10+ years of experience in operations, project coordination, executive support or related field.
• Experience supporting a CEO, President or founder.
• Delivered projects through teams that do not report to you.
• Strong organizational, communication and follow-through skills.
• Proficiency with Microsoft 365; able to build simple reporting in Excel; quick to learn new systems.
• Adaptable to changing priorities and hours when required.
• AI, automation or workflow technology experience.

Responsibilities

• Lead the weekly leadership team meeting; manage agenda, pre-reads, action log and follow-up.
• Coordinate strategic, operational and executive projects; track deadlines, budgets and milestones.
• Prepare reports, briefing materials and presentations for the CEO and leadership team.
• Act as day-to-day link between head office, SLT and residences when the CEO travels.
• Manage CEO's calendar, travel and confidential correspondence.

Skills

Executive support

Project coordination

Operations

Communication

Microsoft 365

Excel reporting

Leadership coordination

Discretion

AI/workflow tech

Adaptability

Tools

Microsoft 365

Excel

Yardi

Job description

At Metta Lifestyles, we are redefining what retirement living looks like. Metta Lifestyles owns and operates four retirement residences in Toronto and Ottawa. We are a growing company with a small head office and strong teams in each of our homes.

At the heart of everything we do are our CARES values: Compassion, Accountability, Respect, Excellence, and Support. These values guide how we care for our residents, support our teams, and lead our communities.

We are seeking a talented and proactive Executive Assistant & Special Projects Manager to support our CEO, coordinate strategic initiatives, and drive organizational success.

Your Role

The Executive Assistant & Special Projects Manager works directly with the CEO, coordinating strategic, operational and executive projects across the organization, running the leadership team's operating rhythm, and providing executive support.

This is a fast-paced role for someone who is organized, proactive and comfortable managing multiple priorities. The CEO travels regularly and is closely involved in the business, so the role requires frequent communication, clear updates and consistent follow-through. It is not a traditional nine-to-five; flexibility and occasional additional hours are expected when the business needs it.

Location: In office Tuesday's (and as needed) at our downtown Toronto head office. This role may also be required to visit our residences regularly.

Compensation: $90,000 to $110,000 base, plus performance bonus of up to 15%.

Schedule: Full-time, permanent.

Key Responsibilities

Leadership Operating Rhythm

• Run the weekly leadership team meeting: agenda, pre-reads, action log and follow-up.
• Maintain the company's priority list and provide the CEO with a weekly status update.
• Track decisions and action items across the leadership team and ensure they are closed on time.
• Plan and Organize Leadership Summits and other off-site events.

Projects

• Coordinate strategic, operational and executive projects across the organization, including multiple capital expenditure projects, systems rollouts and standardized reporting.
• Track deadlines, deliverables, budgets, action items and follow-ups.
• Set milestones, remove blockers and escalation early.
• Prepare reports, briefing materials and presentations for the CEO and leadership team.
• Act as the day-to-day link between head office, the Senior Leadership team and the homes when the CEO is travelling.

Executive Support

• Manage the CEO's calendar, travel and meeting preparation.
• Prepare confidential correspondence and documents.
• Coordinate communication with external partners and stakeholders.

Office and Technology

• Run the Toronto office: vendors, IT, supplies, onboarding logistics and events.
• Keep the office tidy and stocked; process receipts and expense reports; scan, file and organize documents.
• Use AI and digital tools to improve reporting, research and workflow.
• Support implementation of new systems and process improvements.

Scope

This role coordinates and follows through; it does not direct the General Managers or the functional leaders. Operations, HR, Marketing and Finance each have their own leader. Issues are raised to the appropriate leader or the CEO with a recommendation.

What You Bring

• Minimum of 10 years of experience in operations, project coordination, executive support, consulting or a related field.
• Experience supporting a CEO, President or founder.
• A track record of delivering projects through people who do not report to you.
• Strong organizational, communication and follow-through skills.
• Comfortable working closely with senior leadership and receiving direct feedback.
• Discretion and professionalism with confidential information.
• Proficiency with Microsoft 365; able to build simple reporting in Excel; quick to learn new systems.
• Ability to adapt to changing priorities and work additional hours when required.
• AI, automation or workflow technology experience.

Bonus Points

• Experience in a multi-location or fast-growing organization.
• Comfortable supporting a leadership team of executives while reporting to and taking direction from the CEO.
• Seniors housing, hospitality or healthcare background.
• Experience with Yardi or a similar property management system, or a proven ability to learn new systems quickly.

This Role Is For You If

You take ownership, communicate proactively, work well under pressure and are comfortable doing whatever the day requires, from a board pre-read to a stack of receipts. Senior Executive Assistants who want to move into a projects and leadership-support role are encouraged to apply. For the right person, this role could lead to Chief of Staff.

Metta Lifestyles is committed to an inclusive and accessible recruitment process and welcomes applications from all qualified candidates.

All applicants must be legally entitled to work in Canada. A Criminal Record Search, including a Vulnerable Sector Check and a credit check will be required as a condition of employment. A clear TB test is also a requirement of employment.

No AI will be used for screening of resumes. This is a new role (vacant).