Executive Assistant to the Chief Executive Officer

EZ STAK; Kingston; On-site; CAD 45,000 - 75,000; Full time

Job summary

An established industry player is on the lookout for a proactive Executive Assistant to support their CEO. This role is pivotal in ensuring the CEO's day-to-day operations run seamlessly, allowing them to focus on strategic initiatives. The ideal candidate will bring exceptional organizational skills, a strong attention to detail, and the ability to handle confidential matters with discretion. Join a vibrant and innovative environment where your contributions will be valued, and you will have the opportunity to make a significant impact in a fast-growing company. If you thrive in dynamic settings and are eager to support leadership, this role is perfect for you.

Benefits

Competitive total remuneration package

Career growth and development opportunities

Collaborative work environment

Opportunity to make a significant impact

Qualifications

• 3+ years supporting senior leaders in professional environments.
• Exceptional organizational skills and attention to detail are essential.
• Must handle confidential matters with discretion.

Responsibilities

• Manage CEO's inbox, calendar, and travel arrangements efficiently.
• Draft professional correspondence and prepare reports.
• Ensure smooth daily operations for the CEO.

Skills

Organizational Skills

Communication Skills

Time Management

Problem-Solving Skills

Attention to Detail

Customer Service

Proactivity

Adaptability

Self-starter/Initiative

Confidentiality

Education

Degree or diploma in Office/Business Administration/Management

Tools

Office Suite

Teams

Metronymics Growth Systems

Job description

EZ STAK

EZ STAK is a leading global manufacturer and provider of innovative storage solutions for commercial vehicles and workspaces. With a strong commitment to quality, efficiency, and customer satisfaction, EZ STAK operates with a well-defined set of operations that ensure smooth production, timely delivery, and exceptional service.

The Opportunity

We are seeking a confidential, highly organized, proactive, and resourceful Executive Assistant to support the Chief Executive Officer in both professional and personal matters. This role requires exceptional attention to detail, discretion, and the ability to manage a diverse and ever-evolving workload. The ideal candidate will be a strategic partner to the CEO—helping streamline daily operations, manage priorities, and ensure that the CEO’s time is maximized and personal affairs are handled seamlessly.

Functional Accountabilities

• Inbox management – triage, organize, facilitate responses
• Task management and action item logging, inclusive of note taking and dictation
• Calendar management, inclusive of meeting scheduling
• Travel arrangements – bookings, itineraries, expense reimbursement
• Professional and personal correspondence drafting
• Professional reports and presentation preparation
• Personal errands and ad hoc tasks as required
• Facilitate CEO approvals on a variety of tasks and activities
• Overall administration – reminders, appointment bookings, document filing
• Act as a point of contact for EZ STAK inbound calls
• Support EZ STAK’s Steering Committee with administrative matters as required
• Meeting logistics – CEO, board, Steering Committee, company wide
• Catering/food for various events
• Ensure CEO’s day to day runs smoothly in all aspects to support focus and efficiency for EZ STAK

Key Competencies – Skills, Qualifications, Experience

• 3 + years of experience successfully supporting senior leaders or executives in an entrepreneurial or professional office environment (i.e. law, medical or accounting office) in both personal and business matters
• Degree or diploma in Office/Business Administration/Management is considered an asset
• Confidentiality: The CEO’s personal and professional matters must be handled with absolute discretion. Maintaining trust is key.
• Proactivity: Operates with a solution focused mindset and “get it done” attitude, approaching challenges with openness and capability for resolution and needs anticipation.
• Organizational Skills: Ability to manage schedules, handle multiple tasks, and keep track of important deadlines. This includes proficiency with calendar management, project management tools, and maintaining orderly records.
• Communication Skills: Clear and effective communication is essential. Adept at handling emails, drafting correspondence, and managing client interactions professionally. Good English skills - both verbal and written.
• Tech Savvy: Proficiency with various software and platforms – Office Suite, Teams, AI, Metronymics Growth Systems
• Time Management: Effective prioritization of tasks and managing time efficiently to meet deadlines and handle a dynamic workload.
• Customer Service: Skills in providing excellent customer support, addressing client queries, and ensuring positive client experience.
• Adaptability: Ability to quickly adapt to changes, whether it's new tools, shifting priorities, or evolving business needs.
• Problem-Solving Skills: Capability to handle unexpected issues and find solutions proactively.
• Self-starter/Initiative Takes initiative, ability to work independently with minimal supervision, proactive to find solutions and solve problems. Resourceful and anticipates needs.
• Attention to Detail: Precision in handling tasks like data entry, scheduling, and ensuring that all details are accurate and up to date.
• Lifelong Learner: smart, curious and willing and open to learning new skills, tools that help to become higher quality and more efficient with all tasks.

EZ STAK Values

• Integrity: We always do what’s right.
• Respect: We believe people and property matter.
• Teamwork: We pull together to win.
• Optimism: We persevere with enthusiasm.
• Curiosity: We are hungry to learn, improve and succeed.

Why Join Us:

• The opportunity to make a significant impact in a fast-growing company.
• A vibrant, collaborative and innovative work environment.
• A competitive total remuneration package.
• Ample career growth and development opportunities.