Executive/Special Assistant to the President and CEO

EL Productions Ltd.; Mississauga; On-site; CAD 75,000 - 90,000; Full time

Job summary

E.L. Productions Ltd. (ELP) is seeking an Executive Assistant to the President & CEO who can bring structure, discretion, and proactive problem-solving to a fast-paced environment.

You will manage calendars, coordinate travel, prepare briefing materials, and ensure priorities move forward while safeguarding executive time.

This role offers exposure to leading brands and strategic initiatives within Canada's event industry.

Qualifications

• 5+ years supporting a CEO or senior executive in a fast-paced corporate environment.
• Experience managing complex calendars, executive scheduling, travel, meetings.
• Experience coordinating executive priorities, decisions and follow-through.
• Experience supporting strategic initiatives across multiple departments.
• Experience preparing executive summaries, briefing materials, status reports or decision-support documents.
• Ability to handle confidential information with discretion and professionalism.
• Experience creating or improving administrative systems, trackers, templates, or processes.
• Experience supporting both executive and select personal priorities with sound judgment.
• Experience in professional services, agency, events, or client-focused environments is an asset.
• Post-secondary education in Business Administration, Office Administration, or Communications is an asset.

Responsibilities

• Strategically manage the President & CEO's calendar, meetings, travel, commitments, and focus time.
• Prepare agendas, briefing materials, executive summaries, and decision-ready updates.
• Maintain visibility across priorities, decisions, action items, deadlines and initiatives.
• Translate executive direction into clear actions, owners, timelines and follow-through.
• Partner with internal leaders and external partners to gather information and monitor progress.
• Identify competing priorities, communication gaps, risks and matters requiring executive attention.
• Draft and coordinate executive correspondence, presentations and touchpoints reflecting the CEO's voice.
• Independently advance delegated priorities and organizational initiatives.
• Coordinate select executive personal commitments, travel, appointments, and time-sensitive requests with discretion.
• Develop and improve systems, trackers, templates, and workflows to strengthen accountability.
• Support day-to-day operation of the office and ensure a welcoming, organized environment.

Skills

Executive calendar management

Travel coordination

Communication skills

Discretion and confidentiality

Project coordination

Relationship building

Proactive mindset

Education

Business Administration / Office Administration / Communications degree

Job description

Are you Ready to Produce Greatness?

Executive Assistant to the President & CEO

At E.L. Productions Ltd. (ELP), we have partnered with major Canadian Brands to produce greatness for over 30 years. Canada’s premier event producers, we work with industry leaders and innovators to imagine, develop, and deliver exceptional experiences both virtual, live and beyond. We build experiences that make connections, shift thinking and inspire action.

We are currently looking for an Executive/Special Assistant to join our expanding team and act as a trusted partner to our President & CEO.

Does this sound like you?

• I love bringing structure to complexity and creating the clarity that allows leaders and teams to focus on what matters most.
• I naturally think one or two steps ahead, anticipating needs, identifying risks, and solving problems proactively to keep priorities moving forward without being asked.
• I can take complex information and turn it into clear priorities, decision-ready updates, and coordinated next steps.
• I build trusted relationships through thoughtful communication, strong judgment, exceptional discretion, and consistent follow-through.
• I thrive in a fast-moving environment where priorities evolve, balancing executive deliverables, organizational coordination, and delegated projects with calm confidence.
• I take pride in creating exceptional experiences; whether it's preparing an executive for an important meeting, welcoming a guest into the office, or making sure every detail is thoughtfully considered.

About The Role

The Executive Assistant creates the capacity that enables the President & CEO to lead with focus, intention, and impact. By bringing structure, organization, insight, and momentum to both professional and select executive personal priorities, this role ensures commitments are honoured, priorities move forward, and leadership time is invested where it matters most.

Working closely with the President & CEO and leaders across the organization, you will maintain visibility across priorities, anticipate needs before they arise, and create reliable systems to move priorities forward. You will organize information, coordinate follow-through, identify matters requiring executive attention, and independently advance delegated priorities within established direction and authority.

A trusted extension of the President & CEO, you will help translate executive direction into coordinated action, while representing their voice, priorities, and standards with professionalism, warmth and exceptional discretion.

As an Executive Assistant, you will:

• Strategically manage the President & CEO's calendar, meetings, travel, commitments, and focus time, balancing immediate needs with forward-looking priorities.
• Prepare agendas, briefing materials, executive summaries, and decision-ready updates that surface key context, risks options and recommended next steps.
• Maintain visibility across the President & CEO’s priorities, decisions, action items, deadlines, and strategic initiatives.
• Translate executive direction into clear actions, owners, timelines, and follow-through across the organization.
• Partner with internal leaders and external partners to gather information, monitor progress, identify dependencies and ensure commitments are completed.
• Identify competing priorities, communication gaps, emerging risks, and matters requiring executive attention.
• Draft and coordinate executive correspondence, presentations, communications, and relationship touchpoints that reflect the President & CEO’s voice and standards.
• Independently advance delegated priorities, projects, and organizational initiatives while recognizing when executive direction or escalation is required.
• Coordinate select executive personal commitments, travel, appointments, and time-sensitive requests with discretion, and sound judgment.
• Develop and improve systems, trackers, templates, and workflows that simplify work, strengthen accountability, and create capacity for leadership.
• Support the day-to-day operation of ELP’s workplace, helping to ensure the office remains welcoming, organized, and functional and ready to support employees and guests.

Are you the one we are looking for?

The ideal candidate for this role will have:

Skills/Strengths

• Exceptional organization and prioritization skills, with the ability to manage complex, evolving demands without losing sight of important details.
• Strong business judgment and organizational awareness, with the ability to recognize what requires executive attention and act within appropriate authority.
• Executive-level synthesis skills, with the ability to turn complex information into concise, clear, and decision-ready updates.
• Outstanding written and verbal communication skills with the ability to represent the President & CEO with professionalism, confidence and care.
• Strong executive project coordination skills, with the ability to translate priorities into action and maintain accountability across multiple teams.
• A proactive and anticipatory mindset, identifying needs, risks, and potential barriers before they affect progress.
• Strong relationship builder who creates trust across employees, clients, partners, and executive relationships.
• Exceptional discretion and professionalism when managing confidential information, sensitive situations, and executive-level matters.
• A systems-oriented mindset with a desire to create structure, improve processes, and find more effective ways of working.
• Adaptability, resourcefulness, and composure in a fast-paced environment where circumstances and priorities may change quickly.

Education/Experience

• 5+ years supporting a CEO, President, founder, or senior executive in a fast-paced corporate environment.
• Proven experience managing complex calendars, executive scheduling, travel, meetings, and competing priorities.
• Experience coordinating executive priorities, projects, decisions and follow-through across multiple teams.
• Experience supporting strategic initiatives or leadership-team coordination across multiple departments.
• Experience preparing executive summaries, briefing materials, status reports, presentations, or decision-support documents.
• Demonstrated ability to independently advance delegated work while recognizing when executive direction or escalation is required.
• Experience handling confidential and sensitive information with discretion, professionalism, and sound judgment.
• Experience creating or improving administrative systems, trackers, templates, or processes.
• Experience supporting both executive and select personal priorities with professionalism and sound judgment.
• Experience in professional services, agency, events, or client-focused environments is an asset.
• Post-secondary education in Business Administration, Office Administration, Communications, or a related discipline is an asset.

What is it like to work at ELP?

Our company’s success stems from our unwavering commitment to the core values shared by every member of our incredibly talented team.

To be successful in our organization, you will foster trust, grow your knowledge, be thoughtful in your actions and words, and communicate with clarity in a fun and rewarding position.

Visionary

We think bigger about how to produce greatness – from strategy and process to production and innovation. We believe experiences ignite brands and people.

Relatable

We are real people working to do extraordinary things. Our friendly, relatable, empathetic, and inspiring people build the relationships that help everyone succeed.

Imaginative

We break barriers, expand ideas, and use innovative brainstorming tactics to create original approaches and experiences designed to move audiences and resonate with them at an emotional level.

Meticulous

We execute what we imagine, bringing every detail to life.

Additional Information

• 1 full‑time position available
• Target Starting Salary: $75,000 - $90,000 (based on experience, qualifications, and internal equity)
• Generative AI is used to help confirm that applicants meet minimum requirements through screening questions; all qualified resumes are reviewed by a Human Resources professional.