We are seeking a strategic, tech-savvy, and experienced Executive Assistant to support the CEO in a role focused on optimizing operations, streamlining processes, and ensuring smooth communication. This role will be responsible for managing key operational tasks and providing strategic support to optimize the CEO's time and resources.

This is a full-time hybrid position open to qualified candidates living in the Greater Toronto Area (GTA). The ideal candidate is a proactive, detail-oriented individual with exceptional organizational and communication skills. Please note— all applications are reviewed by HUMANS, but we utilize AI checking software to ensure your application reflects your authentic style.

Responsibilities

Executive Support:

• Manage the CEO's calendar, scheduling meetings, and coordinating appointments

• Reformat the CEO's calendar to optimize his time

• Assist the CEO in completing his tasks and strategic priorities

• Monitor the CEO's emails, responding where needed and prioritizing key communications

• Draft, proofread, and edit documents, reports, and presentations

• Create and maintain Standard Operating Procedures (SOPs) for various processes

• Coordinate boardroom setups for meetings, ensuring all logistics are handled

Internal Support:

• Assist in the training of new office staff to ensure smooth transitions

• Ensure smooth operations during management meetings, including agenda preparation and follow-ups

• Build a deep understanding of the CEO's priorities and the company's goals

Financial Support:

• Process accounts receivable, including invoicing clients and following up on outstanding payments

• Manage accounts payable, ensuring vendors and contractors are paid on time

• Reconcile financial records, monitor payment schedules, and flag discrepancies

• Work closely with the finance team or bookkeeper to ensure accurate reporting

Automation & Tech Integration:

• Use AI tools like OtterAI for meeting notes and knowledge management

• Implement and manage internal systems, optimizing workflows in tools like ClickUp, ServiceBox and Microsoft Teams

• Help integrate internal tools and improve systems with automations across platforms

What You'll Need to Succeed:

Technical Skills:

• Advanced proficiency in Microsoft 365

• Advanced-level knowledge of ClickUp or equivalent PM tool

• Ability to build and optimize systems across multiple platforms

• Strong experience with AI tools and workflow automation (e.g., Zapier, Microsoft Power Automate)

Professional Skills:

• Strong communicator with the ability to prioritize, delegate, and lead key initiatives

• Excellent time and priority management skills across multiple projects

• High attention to detail with a focus on delivering consistent quality

• Skilled in conflict resolution, decision-making, and follow-through

• Comfort in balancing strategy with execution

• Ability to work effectively both independently and collaboratively

Nice to Have:

• Experience in HR or operations management

• Familiarity with tech integrations and advanced workflow setups

• Project management certification or relevant experience

Hiring Process

1. Application/questionnaire
2. 5-minute video submission
3. 60-minute Technical interview (includes live testing of knowledge in applications)
4. 30-minute Culture interview
5. 45-minute Final interview in-person

Compensation

$60-70K depending on experience

80 hours paid vacation annually (accrued)

40 hours paid sick / mental health / personal time annually, prorated (after 90 days)

Dental care

Extended health care

Life insurance

Vision care

Our Values

• Family

• Workmanship

• Customer Service

• Environmental Responsibility

About Us

We are a family-owned and long-standing leader in the industrial refrigeration sector across Ontario. For over 20 years, we have built a reputation for quality and dependable service, driven by our team of dedicated professionals. Join us as we continue to raise the benchmark of excellence in our industry.

Diversity, Equity and Inclusion

Enns Industrial Refrigeration Ltd. is an equal opportunity employer and supports all people of diverse backgrounds. We are dedicated to building a team where every employee feels respected and valued. We believe that strength lies in our differences and aim to bring a wealth of experiences that drive success.

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