Executive/Personal Assistant - CEO

JRoss Recruiters; Cambridge; On-site; CAD 60,000 - 75,000; Full time

Job summary

A recruiting firm in Waterloo is seeking an experienced Executive Assistant to support their CEO. Responsible for managing the CEO’s calendars, scheduling meetings, coordinating travel, and providing both operational and personal support. The ideal candidate will have at least 5 years of experience in a similar role, be highly organized, discreet, and bilingual in French and English. This position requires a proactive mindset with a commitment to excellence.

Qualifications

• Minimum 5 years’ experience supporting a CEO or C-suite executive.
• Demonstrated discretion and confidentiality.
• Ability to handle multiple tasks with minimal supervision.

Responsibilities

• Manage CEO’s calendars with precision and confidentiality.
• Schedule and coordinate meetings and travel arrangements.
• Assist in overseeing day-to-day administrative operations.

Skills

Discretion and confidentiality

Excellent written and verbal communication

Strong interpersonal skills

Organizational skills

Ability to prioritize tasks

Bilingual in French and English

Education

Bachelor’s degree

Job description

Manage the CEO’s complex business and personal calendars with precision and confidentiality.

Schedule and coordinate internal and external meetings, events, and appointments.

Prepare daily briefings and ensure the CEO is well-prepared for all engagements.

Act as the primary point of contact for all incoming requests, correspondence, and communications.

Liaise with internal teams, external business partners, and personal contacts as needed.

Prepare agendas, briefing materials, and track action items following meetings.

Coordinate food and beverage services for meetings and events when required.

Travel Coordination

Plan and book domestic and international travel, including flights, accommodations, transportation, and dining.

Create and distribute detailed travel itineraries and ensure timely delivery of all travel-related documents.

Manage travel arrangements for CEO’s guests and special events as needed.

Maintain relationships with travel, hotel, and hospitality partners.

Accompany the CEO on travel when required.

Operational and Personal Support

Assist in overseeing day-to-day administrative operations and streamlining workflows.

Identify and implement process improvements to increase efficiency.

Manage operational budgets and expenses related to CEO support.

Build and maintain strong relationships with key contacts, including vendors and service providers.

Contribute to long-term strategic planning and cross-functional coordination.

Provide general support on matters relating to personal and family logistics, including security coordination when necessary.

Requirements

Bachelor’s degree or equivalent combination of education and experience.

Minimum 5 years’ experience supporting a CEO or C-suite executive in a small or mid-sized organization.

Demonstrated ability to maintain discretion and confidentiality in all matters.

Excellent written and verbal communication skills.

Professional demeanor with strong interpersonal skills.

Ability to prioritize and handle multiple tasks with minimal supervision.

Willingness to travel and work flexible hours as needed.

Experience in luxury retail or similar client-facing industries.

Bilingual in French and English.

Corporate Culture

If you are an experienced Executive Assistant with a proactive mindset, strong organizational skills, and a commitment to excellence, we invite you to apply for this rewarding opportunity. We appreciate all applications; however, only those selected for an interview will be contacted.

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Cover Letter please attach cover letter in MS-Word format More information

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