- Schedule and Time Management

Comprehensively manage the CEO’s calendar and schedule

Assess and prioritize competing demands

Schedule internal and external meetings; coordinate schedules across multiple parties

Manage complexities related to time zones, travel, and schedule changes

Protect the CEO’s time by screening low-priority requests

Act as a point of contact and coordinate on the CEO’s behalf during their absence

- Communication and Stakeholder Management

Serve as the primary point of contact for the Office of the CEO

Screen calls, emails, and visitors; handle or redirect inquiries

Draft, edit, and proofread correspondence, memos, and reports

Communicate with board members, executives, clients, investors, and government agencies

Handle confidential and sensitive information with a high level of discretion

Liaise with internal and external stakeholders on behalf of the CEO

- Board and Governance Support

Coordinate board and committee meetings

Prepare board materials, agendas, and meeting minutes

Track board resolutions and action items

Manage board documentation, governance records, and compliance files

Coordinate with the Company Secretary on annual filings and governance matters

Support the Annual General Meeting (AGM) and investor meetings

- Travel and Event Management

Arrange domestic and international travel (flights, hotels, visas, transportation)

Prepare travel itineraries and expense reports

Coordinate the CEO’s attendance at meetings, events, and speaking engagements

Manage event logistics (venue, catering, invitations, attendee registration)

Handle last-minute changes and contingency arrangements

- Project and Operational Support





Support strategic projects led by the CEO

Coordinate cross-departmental projects and initiatives

Track project progress, deliverables, and deadlines

Prepare reports, presentations, and briefing materials

Manage the budget and expenses for the Office of the CEO

Handle procurement, vendor relations, and office administration

- Administrative and Office Management

Manage daily operations of the Office of the CEO

Maintain filing systems (physical and electronic)

Manage office supplies, equipment, and IT support

Coordinate HR administration (e.g., onboarding/offboarding for the CEO’s direct team)

Support administrative needs of other executives (where applicable)

- Confidentiality and Compliance

Handle highly confidential information (strategic, financial, personnel, legal)

Ensure compliance Company policies and governance requirements

Manage contracts, legal documents, and compliance records

Support risk management and audit requirements

Maintain records management and information governance

- Team and stakeholder management

May lead or supervise other administrative staff

Collaborate with the executive team, the Board of Directors, and external partners

Serve as a liaison between the CEO and the organization

Represent the CEO at meetings and in working groups

Assume the CEO's duties in their absence

Pay: $110,000.00 – $150,000.00 per year

Perks

- Childcare assistance
- Extended annual leave
- Free drinks
- Free food
- Health insurance
- Maternity leave
- Paid volunteer leave
- Parental leave
- Profit sharing
- Travel reimbursement
- Unlimited annual leave
- Work from home

Work Location: In person

📌 Executive Assistant to CEO (Chippendale)
🏢 Q-Ctrl
📍 Chippendale