Job Purpose

The Personal Assistant (PA) to the CEO provides high-level administrative and personal support to the Chief Executive Officer, ensuring the CEO’s time and priorities are managed effectively across multiple global time zones. This role requires a high degree of discretion, organization, and adaptability to support both professional and personal responsibilities. The PA will act as the central point of coordination for the CEO’s schedule, travel, communications, and personal arrangements, enabling the CEO to focus on strategic and operational leadership.

The role requires the ability to anticipate needs, maintain confidentiality, and handle sensitive matters with sound judgment. The PA must be proactive, detail-oriented, and capable of managing multiple tasks under pressure while upholding Envent’s standards of professionalism.

Duties and Responsibilities

Executive Support:

• Manage and optimize the CEO’s calendar, scheduling appointments, meetings, and travel arrangements across multiple time zones, including logistics, agendas and minutes.
• Act as a gatekeeper, balancing competing priorities, prioritizing and screening incoming communications, requests, and correspondence.
• Prepare reports, presentations, and documents on behalf of the CEO.
• Drive the CEO to business meetings, personal appointments, and events as required, ensuring punctuality, discretion, and adherence to company safety and vehicle policies.
• Provide strategic administrative support, including drafting emails and official communications.
• Management of CEO expenses, reconciling monthly statements and ensuring that reports and receipts are submitted for payment promptly.

Travel Itinerary and Meeting Coordination:

• Organize complex domestic and international travel itineraries, including flights, hotels, visas, and ground transportation.
• Anticipate potential scheduling or logistical conflicts and resolve them proactively.
• Prepare travel packets with all required documentation, schedules, and background information.
• Coordinate corporate events, client meetings, and private engagements involving the CEO.
• Ensure meeting agendas, materials, and minutes are accurately prepared and distributed.
• Facilitate follow-up on key action items and decisions made during executive meetings.

Personal Life Management:

• Manage personal appointments and integrate them into the CEO’s professional schedule.
• Arrange household services and family logistics when required.
• Handle confidential personal correspondence, purchases, and vendor relationships.
• Ensure seamless integration between the CEO’s personal and professional obligations.

Confidentiality & Information Management:

• Handle sensitive company and executive information with the highest level of confidentiality and professionalism.
• Ensure compliance with legal and regulatory requirements regarding executive communications and records.

Qualifications

• Degree or Diploma in Business Administration, Communications, or a related field.
• 2+ years of experience as a Personal or Executive Assistant, or Chief of Staff supporting the senior executive level.
• Proven ability to manage complex schedules, multi-country travel, and personal support for executives.
• Exceptional time management, organizational, and prioritization skills.
• Demonstrated discretion and confidentiality in handling sensitive matters.
• High proficiency in Microsoft Office Suite, project management tools, and virtual collaboration platforms.
• Ability to work independently and make informed decisions under pressure.
• Strong attention to detail, organization, and problem-solving abilities.
• Discretion, diplomacy, and integrity in handling confidential information.
• Ability to work flexible hours to accommodate multiple time zones.
• Valid passport, ability, and willingness to travel with the CEO as required.
• Ability to legally work in Canada.

Working Conditions

• Office-based role with frequent remote coordination across time zones.
• International and domestic travel required.
• Occasional extended or irregular hours to meet executive demands.
• Majority of work involves computer, phone, and digital platforms.

Physical Requirements

• Ability to sit for extended periods while working on a computer.
• Occasional lifting (e.g., luggage, presentation materials) up to 25 lbs.
• Physical mobility to travel with the CEO as required.

Direct Reports

N/A

Salary

• $50,000 - $65,000 per year
• Full 100% employer-paid benefits, including Health and Wellness account.
• RRSP match (3%)
• Educational allowance