Executive Assistant to the CEO

Company Overview

The company is a fast-growing, Toronto-based local SEO and digital marketing agency dedicated to helping local businesses win online. With a team of about 50 people and a fully remote setup, it combines data-driven marketing with practical execution to drive real results for clients. It has been recognized by Google twice as Digital Business of the Year and has supported more than 7,000 local businesses—proof of a team that values excellence, ownership, and impact.

You'll find a culture that prizes clear communication, proactive thinking, and systems that scale. People who thrive here are reliable, organized, and biased toward action. Benefits include health and dental coverage, paid vacation, and a laptop/home-office stipend—along with meaningful opportunities to learn, grow, and take on more responsibility as the company scales.

Mission

We're hiring an Executive Assistant to the CEO who will be the right hand behind the scenes—keeping business and personal worlds in sync so the CEO can focus on the work only he can do. You'll own the calendar, triage the inbox, prepare meetings, follow up across the leadership team, coordinate projects, and run personal and family logistics with discretion. You'll be the single source of truth for what's happening, what's next, and who owns what.

This role is perfect for a proactive operator who loves building simple, reliable systems and taking full ownership. You'll get a front-row seat to how a high-performing agency runs and the chance to grow into chief-of-staff-style responsibilities over time. If you enjoy staying three steps ahead, communicating with clarity, and making a busy leader's week run smoothly—you'll feel right at home.

Key Responsibilities

Your daily tasks will vary, giving you room to learn, grow, and strengthen your skills while supporting the team with excellence.

• Own the CEO's calendar end to end: schedule, reschedule, protect focus blocks, and build in realistic buffers.
• Prioritize requests for the CEO's time and push back on meetings that don't require his involvement.
• Send a daily morning rundown and a Friday look-ahead for the upcoming week.
• Triage the CEO's inbox daily: flag what needs his input, draft routine replies, and archive noise.
• Draft emails, messages, and company announcements in the CEO's voice for review.
• Track commitments made in meetings/chats, assign owners and dates, and ensure items land on the right lists.
• Prepare agendas, briefing notes, and background materials for every meeting on the CEO's calendar.
• Join key internal meetings, capture notes/decisions/action items, and circulate summaries the same day.
• Follow up with leadership (sales, account management, operations) so open items move without delay.
• Maintain a live tracker of the CEO's projects, initiatives, and open decisions with status and next steps.
• Chase deadlines across teams on the CEO's behalf and escalate early when something slips.
• Coordinate with the co-founder and department leads to keep priorities aligned.
• Book travel, accommodations, and ground transport; create itineraries that account for time zones and recovery.
• Coordinate speaking engagements, webinars, client events, and team events (venues, vendors, run-of-show, invites).
• Handle expenses, receipts, reimbursements, and ensure timely reconciliation.
• Prepare and format decks, one-pagers, contracts, and reports for review.
• Maintain an organized digital filing system so documents can be found in under a minute.
• Manage signatures, approvals, renewals, and vendor paperwork requiring CEO involvement.
• Keep personal and family commitments on a shared calendar alongside work to prevent conflicts.
• Book/manage personal appointments (medical, dental, auto, home services) and send reminders.
• Coordinate household vendors/contractors: gather quotes, schedule visits, confirm completion, and handle invoices.
• Plan personal and family travel, including bookings, packing lists, and itineraries.
• Manage gifts, cards, and reservations for special occasions with a proactive running list.
• Handle personal purchases and admin (orders, returns, deliveries, renewals, memberships, insurance, subscriptions) and arrange local help when needed.
• Coordinate logistics for recreational commitments (e.g., hockey) and related schedules.
• Keep personal records and documents organized and accessible.
• Maintain one master view of the CEO's week combining business, personal, and family schedules.
• Keep one running list of all open items with owners and due dates; review it weekly with the CEO.
• Run a short daily check-in (10–15 minutes) to confirm the plan and surface decisions.
• Lead a weekly planning session to look 2–3 weeks ahead, clear conflicts, and set priorities.
• Keep contacts, documents, and logins organized via a password manager.
• Build/maintain simple systems and checklists for recurring tasks so they run consistently.
• Proactively spot gaps, double-bookings, and looming deadlines—and fix them before they reach the CEO.

Qualifications

• Years of Experience: 3+ years supporting a founder, CEO, or senior executive in a fast-moving environment
• CRM Tool: HubSpot or similar
• Softwares: Google Workspace (Gmail, Calendar, Drive, Docs, Sheets); HubSpot or similar CRM; RingCentral; Slack; AI assistants (Claude, ChatGPT); expense management, travel booking, and e-signature tools; Canva (nice to have)
• Industry Knowledge Required: General knowledge of digital marketing and local SEO preferred; agency experience is a plus
• Specific Gender: No preference

Skills & Competencies

• Exceptional organization, time management, and follow-through; systems-first mindset
• Clear, concise written communication; ability to draft in an executive's voice
• Strong judgment and gatekeeping; comfortable saying no and prioritizing what matters most
• Proactive problem-solving; anticipates needs and resolves issues before they escalate
• Discretion and confidentiality handling sensitive business and personal information
• Meeting preparation, note-taking, and action-item tracking with same-day turnaround
• Stakeholder management across leadership, clients, vendors, and family members
• Travel and event coordination; basic design sense for tidy, professional documents
• Self-directed, reliable remote work habits with fast responsiveness

Technical Requirements

• Own PC or laptop
• Reliable internet connection (wired connection recommended)
• Noise-cancelling headset and a quiet, professional workspace
• Comfort using a password manager and video conferencing tools
• Ability to join and document virtual meetings during Eastern Time core hours

Position Description

• Working Hours: 8 hours, from 3 PM till 11:00 PM Beirut Time.
• Working Days: 5 days a week
• Days Off: Saturday and Sunday
• Work Location: Fully-remote, you can work from anywhere
• PTO (Paid Time Off): 14 paid days a year, vacation and sick days combined.
• Salary Range: $1,500 - $2,500/month