Coldbox is a dynamic and trusted ICI Design Builder specializing in environmentally controlled facilities. Key to our growing success is our commitment to building trusting relationships with our clients, vendors, and employees.

We are seeking an experienced and seasoned Executive Assistant to CEO.

Position Overview

The Executive Assistant will serve as a strategic right hand to the CEO. This role requires exceptional judgment, discretion, and the ability to anticipate needs before they arise. The ideal candidate is mature, highly organized, and experienced in managing complex and fast-paced executive environments.

This position is suited for someone who thrives in ambiguity, can bring calm to chaos, and communicates with confidence and professionalism. The Executive Assistant will be a pivotal force in ensuring the CEO’s time and attention are directed toward the highest priorities, while maintaining alignment and flow across the growing leadership team.

Key Responsibilities

• Executive Support to the CEO

• Manage complex calendars, prioritize meetings, and coordinate travel, events, and logistics.

• Anticipate the CEO’s administrative and operational needs, often before being asked.

• Prepare, organize, and edit materials for meetings, presentations, and communications.

• Serve as the primary liaison between the CEO and internal/external stakeholders, ensuring clear and professional communication.

• Maintain a deep understanding of company initiatives, priorities, and relationships to help the CEO stay aligned and focused.

• Coordination of recruitment initiative that are being managed by the CEO

• Operational Excellence

• Implement and maintain organizational systems and tools for documentation, workflows, and information sharing.

• Research and recommend productivity tools and digital solutions to enhance executive efficiency.

• Manage confidential information with the utmost discretion and integrity.

• Support the continued evolution of processes as the “group of companies” expands, maintaining agility and patience throughout organizational change.

• Strategic Partnership

• Act as a sounding board and trusted advisor, providing thoughtful feedback and constructive insights.

• Clarify priorities when directions conflict, helping the CEO and leadership team stay aligned.

• Confidently “speak up” when observations or inconsistencies arise—this role values initiative and diplomacy equally.

Qualifications

• Minimum 8–10 years of executive assistant experience supporting C-level executives, preferably within entrepreneurial, growth-stage, or multi-entity organizations.
• Exceptional organizational, prioritization, and problem-solving abilities.
• Advanced proficiency with Microsoft 365, Google Workspace, project management platforms (Asana, Monday, ClickUp), and communication tools (Slack, Zoom, Teams).
• Must be able to prepare QuickBooks accounting for the CEO and Family holding companies and Trust.
• Outstanding written and verbal communication skills.
• High emotional intelligence, discretion, and professionalism.
• Proven ability to proactively anticipate needs and act with minimal direction.
• Experience managing confidential and time-sensitive information with integrity and tact.
• Adaptable mindset with patience for iteration and a willingness to evolve as the organization grows.

Personal Attributes

• Mature, calm under pressure, and respected for sound judgment.
• Naturally organized, detail-oriented, and resourceful.
• Assertive yet diplomatic — comfortable providing feedback or asking clarifying questions.
• Intellectually curious and adaptable to an ever-evolving business environment.
• Team player with a can-do attitude and a sense of humor.

If you have the qualifications as outlined above and are interested in playing a pivotal role in a growing and dynamic company, please submit your resume. Based in beautiful Burlington, Ontario, Coldbox offers:

• Competitive Salary
• Benefit Program / RRSP Matching
• Discretionary Bonus Program
• Highly collaborative work environment
• Training and development opportunities

Coldbox is committed to maintaining and supporting a safe work environment for all employees, sub-contractors, suppliers, or clients and other site visitors.

We are an equal opportunity employer and welcome a diversity of applicants. We offer a friendly, culturally diverse and energetic work environment, competitive compensation and benefits, social activities, team-building events, and career development opportunities.

We thank you in advance for your interest; however, only applicants selected for further consideration will be contacted directly.