The Role:
As a member of the executive team, the Executive Assistant is responsible for supporting the Chief Executive Officer and Chief Operating Officer of 214 Carson Co. Inc. In this dynamic, fast-paced role, the Executive Assistant manages executive-level priorities, facilitates communication and handles critical administrative responsibilities with professionalism and discretion. This position requires excellent judgment in a variety of situations, strong attention to detail and organizational skills, clear communication and the ability to anticipate needs while managing multiple priorities and confidential information. This newly created role is likely to evolve over time, through the ability to provide meaningful support across a diverse range of responsibilities and support
The Company:
214 Carson Co. Inc. (214), a trusted, award-winning family-owned real estate development firm based in Southwestern Ontario. 214 is a vertically integrated firm offering efficient and established best practices utilizing our exceptional team of dedicated construction trades, consultants and professionals, while seamlessly complimenting with competent and cost-effective sub-contractors as needed. All of our work is completed under our industry leading quality assurance program with a focus on workmanship, accountability and our stringent safety standards. A safe and accident-free workplace is our primary objective.
Essential Functions:
Executive Scheduling, Communication & Coordination
- Calendar and schedule management: Initiate, lead and support the development of the CEO & COO’s calendar using MS Outlook with scheduling of meetings, allocation of sufficient preparation time for meetings, recognizing and anticipating changes and conflicts of schedules, ensuring attendance at priority meetings and events
- Mail and correspondence: Sort, filter and process incoming physical and digital mail, flag urgent matters and draft routine responses or follow-up communications
- Travel and itinerary planning: Coordinate travel arrangements, including flights, hotels, transportation, itineraries and local logistics
- Liaison and communication: Serve as a professional point of contact between the CEO, COO and internal or external stakeholders, ensuring requests and information are routed appropriately
Administrative and Executive Support
- Process expense reports, organize receipts and support basic budget tracking and administrative follow-up
- Prepare standard reports, presentations, meeting materials, agendas and other executive documents using MS Office
- Track action items and deadlines arising from meetings or executive requests, follow up with responsible parties and bring overdue or urgent matters to the CEO & COO's attention.
- Support meeting logistics, including room preparation, materials, technology, catering and post-meeting follow-up
- Handle confidential and sensitive business information with a high level of discretion and professionalism
- Personal tasks to allow the CEO to more easily conduct business, including but not limited to:
o Picking up food (snacks/lunch/dinner) or sundries.
o Booking personal appointments and reservations
- Provide executive-level support to members of the senior leadership team as required
Who You Are:
- Proven experience as an Executive Assistant, Personal Assistant or in a similar senior administrative support role
- High energy, self-motivation, resilience and a collaborative approach
- Proficiency in Microsoft Office, specifically Outlook Calendar, Excel, Word and PowerPoint
- Strong organizational skills with the ability to prioritize tasks, manage competing deadlines and follow matters through to completion
- Clear written and verbal communication skills paired with professional phone etiquette and strong interpersonal judgment
- Professional demeanor and demonstrated commitment to maintaining confidentiality and handling sensitive information appropriately
- Experience with expense reporting, receipt organization and basic budget tracking
- Demonstrated ability to anticipate needs, solve problems independently and adapt quickly in a fast-paced environment
- Strong attention to detail and accuracy when preparing correspondence, schedules, reports and executive materials
- Ability to work on-site in Paris and provide reliable support during regular business hours, with occasional flexibility when urgent executive or travel matters arise
Join us and connect with something bigger, apply today!
We are an equal opportunity employer of all qualified individuals.
We are committed to fostering an inclusive and welcoming workplace that includes partners with diverse backgrounds and experiences. Accommodations for applicants with disabilities will be made during the recruitment processes. Should you be contacted for an interview, please advise if accommodations are required.
Please note that due to the volume of applicants only those who will be considered for an interview will be contacted. In accordance with Ontario law, all candidates who complete an interview will be notified of our hiring decision within 45 days.
Vacancy Statement
This posting is for a newly created position at our Paris, Ontario Head Office.
Pay: $55,000.00-$75,000.00 per year
Benefits:
- Company events
- Dental care
- Disability insurance
- Employee assistance program
- Extended health care
- Life insurance
- On-site gym
- On-site parking
- Paid time off
- RRSP match
- Vision care
Experience:
- Executive Assistant: 5 years (required)
Location:
Work Location: In person
