Executive Assistant to the CEO & COO - Jobs in Scarborough, Ontario, M1L 4A8

Job Description

About the RoleWe’re looking for a sharp, proactive, and unshakably reliable Executive Assistant to support our CEO and COO in a dynamic, high-growth general contracting company. This role is equal parts operational support, project coordination, and strategic right-hand.You won’t just be organizing calendars—you’ll be helping run the day-to-day behind a fast-moving business that’s committed to becoming the best-managed small contractor in the industry.What You’ll Be DoingYou’ll play a key role in keeping our leadership organized, focused, and on track. Your day-to-day will include:Administrativeamp; 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
• Monitor internal systems like office supply stock, and equipment
• Help with onboarding, offboarding, and coordinating training

Meetingamp; 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

Operationsamp; Project Coordination

• Support Monday.com workshops, task assignments, and system usage
• Coordinate equipment purchases
• Support contracts, document management, and workflow creation
• Research and implement tools to improve efficiency (AI tools, presentation software)

Marketingamp; 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

Personalamp; 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

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 platform 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 to make the CEO’s life easier
• Professional English proficiency in reading, speaking and writing

Nice-to-Haves

• Background supporting a founder or CEO in a fast-paced, growing company OR agency work
• Experience with Monday.com, and 1Password
• Familiarity with hiring processes, HR coordination, or onboarding/offboarding
• 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 CEOamp; 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 MissionWe bring out the best in our people—so we can be best in class.Our VisionWe go above and beyond to get our partners back on track.Our Core Values – ABOVEamp; 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, Equityamp; InclusionWe 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