Full-Time Administrative Assistant (Hybrid) Waterloo, Ontario

Full-Time Executive Assistant (Hybrid)
Location: Waterloo, Ontario
Salary: $_______ + Benefits

Are you ready to step into a pivotal role supporting a dynamic construction business leader shaping the golf landscape across Ontario? We’re looking for an experienced, proactive Executive Assistant who thrives on organization and efficiency while taking ownership of critical administrative and planning tasks to keep operations running smoothly. This is more than an admin role—this is a chance to work closely with our executive leader, as his trusted right arm, helping him reclaim valuable time to focus on driving the business forward.

About the Role:

This hybrid position combines in-office collaboration (Tues/Wed/Thurs in Waterloo) with remote flexibility. Your primary focus will be to bring order to a hectic inbox, streamline a cluttered calendar, and take ownership of travel arrangements, conference planning, and day-to-day operational support.

What You’ll Do:

• Inbox Management: Act as the gatekeeper for the President's email, sorting, filtering, and organizing messages into 5-6 actionable folders based on direction.
• Calendar Organization: Overhaul and maintain a schedule using tools like Outlook and iPhone ToDo List, ensuring efficient time management and prioritization.
• Travel and Event Coordination: Plan and book travel arrangements, register for conferences, and handle logistics for flights, hotels, and car rentals. Serve as the event planner for vendor meetings and trade association activities.
• Administrative Support: Coordinate meetings, manage project documentation, and take ownership of operational tasks that free up the President's time.
• Morning Touch Bases: Start the day with brief check-ins to align priorities and updates.
• Decision-Making Authority: With access to tools, passwords, and budgets, act as a trusted point of contact for decisions within defined parameters.

What We’re Looking For:

• Experience: Minimum 3 years in a pure Executive Assistant role, ideally supporting a C-suite or senior leader.
• Technical Proficiency: Skilled in Microsoft Office Suite (Outlook, Excel, Word) and comfortable adopting new organizational tools.
• Organizational Expertise:Proven success managing complex inboxes, calendars, and travel arrangements with precision.
• Problem-Solving: A proactive, solutions-oriented thinker who thrives on untangling inefficiencies.
• Professionalism: Excellent communication skills with the ability to represent the organization in a polished, professional manner.

Why You’ll Love Working With Us:

• A supportive, inclusive team culture focused on collaboration and growth.
• Competitive compensation, health benefits, and opportunities for professional development.
• Flexible hybrid work arrangements that value work-life balance.
• A role with autonomy, responsibility, and the chance to make a real impact.

Details:

• Hours: 8:30 am - 4:30 pm
• Vacation: 2 weeks to start, plus 3 sick days and 2 personal days.
• Location: Hybrid (Waterloo office Tues/Wed/Thurs).

Ready to make an impact? Apply today and join a team that’s building more than projects—we’re building community.