Executive Assistant to Chief Executive Officer

Kingsley Management Inc.; Kitchener; On-site; CAD 60,000 - 80,000; Full time

Job summary

A renowned company is seeking a highly organized Executive Assistant to support the Chief Executive Officer. The role involves managing the CEO's calendar, communications, and logistics for key meetings, while maintaining professionalism and confidentiality. Candidates should possess strong organizational skills, over five years of experience, and a proactive attitude in a dynamic environment.

Qualifications

• 5+ years of experience supporting C-level executives.
• Exceptional organizational and time-management skills.
• High degree of professionalism, discretion, and confidentiality.

Responsibilities

• Coordinate and manage the CEO’s calendar, meetings, and travel arrangements.
• Monitor, prioritize, and draft responses for communications.
• Organize agendas, take minutes, and coordinate logistics for meetings.

Skills

Communication

Organizational

Time Management

Discretion

Attention to Detail

Education

Bachelor’s degree in Business Administration

Bachelor’s degree in Communications

Tools

Microsoft Office Suite

Google Workspace

Zoom

Teams

Job description

We are seeking a highly organized, proactive, and discreet Executive Assistant to support our Chief Executive Officer. This role requires excellent communication skills, exceptional attention to detail, and the ability to manage a wide range of administrative and executive support-related tasks. The Executive Assistant will act as a gatekeeper, liaison, and trusted partner, enabling the CEO to focus on strategic priorities and business growth.

Key Responsibilities

• Calendar & Schedule Management: Coordinate and manage the CEO’s calendar, meetings, travel arrangements, and appointments.
• Email & Communication Support: Monitor, prioritize, and draft responses for the CEO’s communications; ensure timely follow-up on key matters.
• Meeting Preparation & Support: Organize agendas, take minutes, and coordinate logistics for board meetings, executive sessions, and key stakeholder engagements.
• Project Management: Track tasks, timelines, and deliverables related to executive initiatives and confidential projects.
• Travel & Expense Coordination: Manage complex travel arrangements, itineraries, and expense reporting.
• Gatekeeping & Liaison: Serve as a point of contact between the CEO and internal/external stakeholders, maintaining confidentiality and professionalism.
• Document & Presentation Preparation: Draft, proofread, and format documents, reports, and presentations as needed.
• Event Coordination: Plan and execute executive-level events and offsites, including logistics and vendor coordination.
• Office Support: Assist with other administrative duties and special projects as assigned by the CEO.

Qualifications

• 5+ years of experience supporting C-level executives, preferably in a fast-paced, dynamic environment
• Exceptional organizational and time-management skills, with a proactive and anticipatory mindset
• Strong interpersonal and communication skills (verbal and written)
• High degree of professionalism, discretion, and confidentiality
• Proficiency in Microsoft Office Suite, Google Workspace, and modern communication tools (e.g., Zoom, Teams)
• Ability to adapt quickly, juggle multiple priorities, and work independently under pressure
• Bachelor’s degree in Business Administration, Communications, or a related field preferred