Executive Assistant to the CEO & COO

Restoration Aid; Toronto; On-site; CAD 70,000; Full time

Job summary

A high-growth general contracting firm in Toronto is seeking an experienced Executive Assistant to support the CEO and COO. This role requires excellent organizational skills, high emotional intelligence, and proficiency in managing executive-level communication. You will coordinate schedules, assist with logistical tasks, and help streamline operations to enhance efficiency. An annual salary of $70,000 is offered, along with benefits such as a health spending account and paid vacation.

Benefits

Health Spending Account

120 hours paid vacation

Company laptop and phone

Qualifications

• 3–5+ years as an Executive Assistant or similar high-level administrative role.
• Experience managing calendars, emails, and executive-level communication.
• High emotional intelligence, tact, and discretion with confidential matters.

Responsibilities

• Manage calendars, appointments, and personal/professional scheduling.
• Coordinate meeting logistics and take/follow up on minutes.
• Assist with car rentals, repairs, lunch/dinner reservations, and other executive errands.

Skills

Organizational skills

Emotional intelligence

Communication skills

Tools

Google Workspace

Microsoft

Monday.com

Job description

About the Role We’re looking for a sharp, proactive, and reliable Executive Assistant to support our CEO and COO at a high-growth general contracting company.

This role blends operations, project coordination, and executive support.

You won’t just manage calendars.

You’ll help run the day-to-day behind a fast-moving business aiming to be the best-managed contractor in the industry.

You’ll act as the gatekeeper and buffer for the CEO, keeping things on track, holding people accountable, and protecting his time.

You need to be assertive, organized, and willing to push back when needed, while still following through on direction.

Expect a mix of professional and personal tasks, from coordinating team projects to managing family logistics.

Your core mission is simple : make the CEO’s life easier.

What You’ll Be Doing You’ll play a key role in keeping our leadership organized, focused, and on track.

Your day-to-day will include : Administrative & Executive Support Manage calendars, appointments, and personal / professional scheduling Prioritize and triage emails, drafting and responding on behalf of the CEO as needed Keep Ram (CEO) and Alice (COO) updated and organized (reminders, nudges, and prep).

Draft, edit, and manage documents, reports, SOPs, and presentations Meeting & Event Coordination Prepare agendas, coordinate meeting logistics, and take / follow up on minutes Organize internal team events, TEC Canada coaching meetings, and staff celebrations Order catering, set up rooms, and manage logistics for special events Operations & Project Coordination Support Monday.com workshops, task assignments, and system usage Coordinate equipment purchases for the CEO.

Support contracts, document management, and workflow creation Research and implement tools to improve efficiency (AI tools, presentation software, Monday.com) Marketing & Business Development Assist in marketing initiatives, client gifting, and CRM data cleanup Coordinate charity drives and custom client appreciation gifts Contribute design ideas for cards, presentations, and internal branding efforts Personal & Miscellaneous Assist with car rentals, repairs, lunch / dinner reservations, and other executive errands Help execute personal tasks and maintain a balance between work and life for the CEO Assist with home management, including coordinating household services, maintenance, and supplies Support family management tasks such as scheduling appointments, organizing activities, and managing family calendars Provide assistance with various family-related responsibilities and ad hoc tasks as needed Must-Haves 3–5+ years as an Executive Assistant or similar high-level administrative role Experience managing calendars, emails, and executive-level communication Confidence working with senior leadership and holding them accountable High emotional intelligence, tact, and discretion with confidential matters Experience with virtual platforms such as Zoom, MS Team, Google Meet Strong organizational skills with exceptional attention to detail Tech proficiency in Google Workspace and Microsoft Prior experience with project management software Proactive, resourceful, and ready to take initiative without being micromanaged Able to work in-person at our Scarborough office Passion for personal development and continuous learning A good sense of humor and a “no job too small” mindset Desire and commitment to make the CEO’s life easier Professional English proficiency in reading, speaking and writing Strong active listening skills.

You listen more than you speak and seek to understand before responding.

Nice-to-Haves Experience supporting executives in construction, restoration, property development, or a similarly fast-paced, field-based industry Experience with Monday.com, and 1Password Experience in marketing coordination, graphic design, or gifting campaigns What You Get $70,000 annual salary 120 hours paid vacation (6%) , no rollover (We want you to take your vacation!) $2,000 Health Spending Account , after 3-month waiting period (prorated) Company laptop and phone provided Work directly with the CEO & COO, and make a real impact every single day Be part of a values-driven team that’s serious about improvement (and fun, too!) Our Mission We bring out the best in our people, so we can be best in class.

Our Vision We go above and beyond to get our partners back on track.

Our Core Values – ABOVE & BEYOND We are trusted partners.

We deliver as promised, without fail.

We do the impossible.

We find a way, or make one, to get the job done.

We do it right.

We complete the whole job, the right way.

We are team players.

We support each other and bring out the best in our team.

We strive to be best in class.

We show up with excellence, every day.

Our Commitment to Diversity, Equity & Inclusion We value diverse perspectives and believe great ideas come from everywhere.

We’re committed to creating an environment where everyone feels respected, supported, and empowered to contribute.

Inclusivity is how we build a stronger team and a better business.

Hiring Process : Online application + Questionnaire 5 minute video submission 1 hour tech interview (with live testing of knowledge from questionnaire) 30 minute culture interview Final interview (in person at the Scarborough office) 1 hour Please note - we do not use AI to review applicants, so we do not accept applications that are written by AI.

We want to see YOU and YOUR strengths.

All applicants will receive customized feedback from each stage of the hiring process from the video submission onwards.

No ghosting here.

Powered by JazzHR