Executive Assistant (2 Days On-Site Whitby Office) Full Time

We are seeking a highly organized, proactive, and detail-oriented Executive Assistant to support the CEO in driving day-to-day operations and strategic initiatives. This role is ideal for someone who thrives in a fast-paced environment, enjoys wearing multiple hats, and takes pride in being a central point of coordination across teams, clients, and partners.

As the Executive Assistant, you will play a critical role in keeping priorities aligned, communications flowing, and projects moving forward efficiently. You will act as an extension of the CEO, ensuring that key activities are managed with precision and professionalism.

Key Responsibilities

• Manage and coordinate the CEO’s calendar, including scheduling meetings, calls, and appointments
• Facilitate client communications, ensuring timely and professional responses
• Act as a primary point of contact for vendors, suppliers, and partners requiring prompt coordination
• Support planning and logistics for meetings, events, and key initiatives
• Assist in coordinating internal and external projects across digital, marketing, and client accounts
• Track action items and follow-ups to ensure accountability and progress across initiatives
• Help streamline workflows and improve operational efficiency where possible
• Provide general administrative and organizational support to the CEO

What We’re Looking For

• Strong organizational and time management skills with the ability to prioritize effectively
• Excellent written and verbal communication skills
• A proactive mindset with the ability to anticipate needs and take initiative
• Comfortable managing multiple tasks and shifting priorities in a dynamic environment
• High level of professionalism and discretion when handling sensitive information
• Familiarity with digital tools (calendar management, project coordination tools, email platforms)
• Ability to work both independently and collaboratively

Work Environment

• Hybrid role with a minimum of two days per week on-site at our Whitby office
• Remaining work can be completed remotely, with a focus on responsiveness and coordination

Why This Role Matters

• This position is more than administrative support, it is a central role that helps keep the business moving forward. You will be closely involved in the flow of communication, execution of projects, and coordination of key relationships that contribute directly to the company’s growth.