Executive Assistant to Chief Executive Officer

Arenavachi Holdings; Toronto; On-site; CAD 60,000 - 90,000; Full time

Job summary

Arenavachi Holdings in Toronto, ON is seeking an exceptional Executive Assistant to the CEO to partner closely with the CEO and keep a fast-moving, multi-brand organization operating at its best.

This role is not a traditional administrative position; you will bring structure, prioritize competing needs, and help ensure key initiatives move forward with tact and discretion.

Qualifications

• 3+ years of experience in executive support roles.
• Experience supporting a CEO or C-level executive preferred.
• Proficient with Microsoft Office / Google Workspace.
• Experience managing complex calendars and executive communications.
• Experience in a growing entrepreneurial organization is an asset.

Responsibilities

• Own and strategically manage the CEO’s calendar, meetings, appointments, and priorities.
• Coordinate internal and external meetings with executives, clients, partners, and stakeholders.
• Prepare agendas, briefing notes, documents, presentations, and meeting materials.
• Attend selected meetings, capture key decisions and action items, and ensure follow-through.
• Track commitments, deadlines, and priorities across multiple companies and projects.
• Manage email and correspondence, identifying what requires immediate attention.
• Draft professional emails and communications on behalf of the CEO.
• Coordinate travel, reservations, events, and executive logistics.
• Work closely with department heads and leadership teams to gather information and drive follow-ups.
• Help organize CEO initiatives, special projects, and confidential matters.
• Create systems that make the CEO and executive office more efficient.
• Anticipate issues before they become problems.

Skills

Exceptional organization

Proactive

Discretion

Trustworthy

Strong communication

Tools

Microsoft Office

Google Workspace

Modern productivity tools

Job description

Arenavachi is looking for an exceptional Executive Assistant to the CEO to become a trusted partner to our CEO and help keep a fast-moving, multi-brand organization operating at its best.

This is not a traditional administrative role.

We are looking for someone highly organized, resourceful, polished, and proactive — someone who can anticipate what is needed, protect the CEO’s time, bring structure to competing priorities, and make sure important initiatives keep moving forward.

About Arenavachi

Arenavachi | Toronto, ON | Full-Time

Arenavachi is looking for an exceptional Executive Assistant to the CEO to become a trusted partner to our CEO and help keep a fast-moving, multi-brand organization operating at its best.

This is not a traditional administrative role.

We are looking for someone highly organized, resourceful, polished, and proactive — someone who can anticipate what is needed, protect the CEO’s time, bring structure to competing priorities, and make sure important initiatives keep moving forward.

Arenavachi is a growing group of businesses operating across luxury furniture, design-build, construction, marketing, and related ventures.

Our environment is entrepreneurial, ambitious, and fast-paced. The person joining the CEO's office will have exposure to multiple businesses, senior leaders, clients, partners, and strategic initiatives.

What You’ll Do

You will work closely with the CEO to manage priorities, communication, meetings, follow-ups, and day-to-day execution.

Your responsibilities will include:

• Own and strategically manage the CEO’s calendar, meetings, appointments, and priorities
• Coordinate internal and external meetings with executives, clients, partners, and stakeholders
• Prepare agendas, briefing notes, documents, presentations, and meeting materials
• Attend selected meetings, capture key decisions and action items, and ensure follow-through
• Track commitments, deadlines, and priorities across multiple companies and projects
• Manage email and correspondence, identifying what requires immediate attention
• Draft professional emails and communications on behalf of the CEO
• Coordinate travel, reservations, events, and executive logistics
• Work closely with department heads and leadership teams to gather information and drive follow-ups
• Help organize CEO initiatives, special projects, and confidential matters
• Create systems that make the CEO and executive office more efficient
• Anticipate issues before they become problems

Who We’re Looking For

You may be a strong fit if you are:

• Exceptionally organized and detail-oriented
• Proactive — you don’t wait to be told what to do
• Comfortable working directly with a CEO or senior executive
• Excellent at prioritizing when everything feels important
• A strong written and verbal communicator
• Professional, discreet, and trustworthy with confidential information
• Resourceful and able to solve problems independently
• Comfortable communicating with senior executives, clients, and external partners
• Able to work calmly and effectively in a fast-paced environment
• Tech-savvy and comfortable learning new tools, systems, and AI platforms
• Someone who genuinely enjoys creating order, structure, and momentum

Preferred Experience

• 3+ years of experience as an Executive Assistant, Senior Administrative Assistant, Chief of Staff Associate, or similar role
• Experience supporting a CEO, Founder, President, or C-level executive preferred
• Strong proficiency with Microsoft Office / Google Workspace and modern productivity tools
• Experience managing complex calendars and executive communications
• Experience in a growing entrepreneurial organization is an asset

What Success Looks Like

The CEO is spending more time on the decisions and relationships that matter most.

Important commitments don’t get lost.

Meetings are prepared properly.

Follow-ups happen.

Information reaches the CEO at the right time.

And the executive office operates with significantly more structure, speed, and clarity.

The Person We Want

We are looking for someone who naturally thinks:

“I’ve already taken care of it.”

Someone who sees what needs to happen next, takes ownership, and follows things through to completion.

If you are looking for a predictable administrative position, this may not be the right role.

If you want to work closely with an entrepreneurial CEO, gain exposure to multiple businesses, and become an important part of a growing organization, we would love to hear from you.