Executive Assistant, CEO
The HR Pro.caThis confidential search is being managed by The HR Pro on behalf of one of Canada’s fastest-growing mortgage brokerages.
Our client operates as a modern, cloud-based brokerage with a fully remote team across Canada, supporting a high-performance and entrepreneurial culture built around innovation, collaboration, and growth.
They are currently seeking a highly organized, proactive, and tech-savvy Executive Assistant to support the CEO, while also providing administrative coordination support to the VP of Operations.
This is not a traditional “task-based” assistant role. The ideal candidate is someone who takes ownership, anticipates needs, thrives in a fast-paced virtual environment, and enjoys helping senior leaders stay organized, efficient, and ahead of schedule.
The ideal candidate will be comfortable supporting a highly entrepreneurial founder and executive leader in a fast-paced, idea-driven environment. Success in this role requires adaptability, sound judgment, and the ability to pivot quickly as priorities, projects, and initiatives evolve.
The Opportunity
This is a fully remote position offering the opportunity to work closely with executive leadership in a growing national organization.
While the role is fully remote and open to candidates across Canada, the CEO is based in British Columbia and frequently travels across the country. As a result, the successful candidate should be comfortable working with some flexibility in scheduling and availability to support a fast-moving executive environment across multiple time zones.
The role will involve a combination of executive support, calendar and inbox management, meeting coordination, operational follow-up, and day-to-day administrative oversight. The successful candidate will be comfortable managing competing priorities, handling confidential information professionally, and working independently with minimal supervision.
This role is ideal for someone who enjoys bringing structure to fast-moving environments and takes pride in being the person who “keeps everything running.”
Key Responsibilities
- Manage complex calendars, scheduling, and meeting coordination for the CEO
- Assist with inbox management, follow-ups, and prioritization of communications
- Coordinate internal and external meetings across multiple time zones
- Prepare agendas, documents, and meeting materials as needed
- Track action items and ensure operational follow-through
- Support executive workflow, organization, and time management
- Provide administrative support to the VP of Operations as required
- Assist with document management, reporting, and process coordination
- Help improve systems, workflows, and overall operational efficiency
- Maintain professionalism and confidentiality in all interactions
- Operate effectively in a fully remote and fast-paced environment
Requirements
- Proven experience in an Executive Assistant or senior administrative support role
- Experience supporting senior leadership or executive teams
- Strong organizational and time management skills
- Ability to manage multiple priorities and shifting deadlines
- Excellent written and verbal communication skills
- Highly proactive with strong problem-solving ability
- Comfortable working independently with minimal supervision
- Strong attention to detail and accuracy
- Advanced comfort with Microsoft 365, particularly Outlook and Teams
- Tech-savvy and adaptable to new systems and productivity tools
- Previous experience working in a fully remote environment is strongly preferred
- Experience with Dialpad or similar communication platforms is considered an asset