Full-Time Executive Assistant (Hybrid) Waterloo, Ontario

Full-Time Executive Assistant (Hybrid)

Salary: $55,000 - $60,000 + Benefits

This is more than an administration role—this is a chance to work closely with our executive leader, as his trusted right arm, helping him reclaim valuable time to focus on driving the business forward.

About the Role:

This hybrid position combines in-office collaboration (Tues/Wed/Thurs in Waterloo) with remote flexibility. Your primary focus will be to bring order to a hectic inbox, streamline a busy calendar, and take ownership of travel arrangements, conference planning, and day-to-day operational support.

What You’ll Do:

• Inbox Management: Act as the gatekeeper for the President's email, sorting, filtering, and organizing messages based on direction.
• Calendar Organization: Overhaul and maintain schedule ensuring efficient time management and prioritization.
• Travel and Event Coordination: Plan and book travel arrangements, register for conferences, and handle logistics for flights, hotels, and car rentals. Serve as the event planner for vendor meetings, company social plans etc.
• Administrative Support: Coordinate meetings, manage project documentation, and take ownership of operational tasks that free up the President's time.
• Morning Touch Bases: Start the day with brief check-ins to align priorities and updates.
• Decision-Making Authority: With access to tools and resources, act as a trusted point of contact for decisions within defined parameters.

What We’re Looking For:

• Experience: Minimum 3 years in a pure Executive Assistant role, ideally supporting a C-suite or senior leader.
• Technical Proficiency: Skilled in Microsoft Office Suite (Outlook, Excel, Word) and comfortable adopting new organizational tools.
• Organizational Expertise: Proven success managing complex inboxes, calendars, and travel arrangements with precision.
• Problem-Solving: A proactive, solutions-oriented thinker who thrives on untangling inefficiencies.
• Professionalism: Excellent communication skills with the ability to represent the organization in a polished, professional manner.

Why You’ll Love Working With Us:

• A supportive, inclusive team culture focused on collaboration and growth.
• Competitive compensation, health benefits, and opportunities for professional development.
• Flexible hybrid work arrangements that value work-life balance.
• A role with autonomy, responsibility, and the chance to make a real impact.

Details:

• Hours: Flexible, typically 8:30 am to 4:30 pm, with occasional evenings or weekends as needed. The focus is on being responsive while maintaining a work-life balance.
• Vacation: 2 weeks to start, plus 3 sick days and 2 personal days.
• Location: Hybrid (Waterloo office Tues/Wed/Thurs).

Ready to make an impact? Apply today and join a team building more than projects—we’re building community.