Icon Office Environments is seeking a proactive and organized full-time Executive Assistant to the CEO to support both business and personal operations. This role is ideal for someone who thrives on staying two steps ahead, managing priorities, and creating structure in a busy, fast-moving environment.
You’ll work closely with the CEO, helping manage projects, travel, communication, and daily operations that keep both business and life running smoothly. Every day will look a little different, and you’ll have the opportunity to learn, grow, and make a visible impact.
Responsibilities
For the CEO
Manage and prioritize the CEO’s calendar, emails, and daily tasks
Attend meetings, take detailed notes, identify action items, and track follow-ups
Prepare materials, agendas, and research for meetings and travel
Coordinate complex travel plans, itineraries, and logistics
Maintain strong communication with key contacts, clients, and partners
Anticipate needs and proactively manage priorities to protect the CEO’s time and focus
For Icon Office Environments
Support leadership and internal teams with scheduling, communication, and coordination
Manage LinkedIn communication and professional correspondence
Assist with events, meetings, and team celebrations
Help coordinate internal wellness and fitness initiatives
Contribute to office organization, ensuring the workspace stays clean and professional
Additional Duties
Research and prepare background information ahead of meetings and travel
Support the CEO in setting up a U.S. office and manage related logistics
Use AI tools to simplify, automate, and organize daily workflows
Coordinate errands, deliveries, and other personal logistics when needed
Communicate through email, text, phone, and WeChat with professionalism and persistence
Maintain confidentiality and professionalism at all times
Hard Skills
Strong working knowledge of Google Workspace
Experience with Asana or similar project management tools
Comfortable learning, applying, and utilizing new technologies and AI tools
Excellent time and task management skills
Experience with scheduling, travel planning, and document organization
Strong written and verbal communication abilities
Valid G driver’s license and access to a vehicle (mileage reimbursed)
Comfortable with occasional evening or weekend support
Soft Skills
Clear communicator who keeps others informed without being prompted
Calm, professional, and adaptable under pressure
Highly organized with strong attention to detail
Takes initiative and follows through without needing to be chased
Open to feedback and quick to apply it
Accountable and dependable, with strong judgment and discretion
Naturally curious and eager to learn new systems and tools
Approaches challenges with positivity and a solutions-based mindset
Genuine interest in health, fitness, and maintaining an active lifestyle
Enjoys supporting others and building trusted relationships
Bonus Experience
Previous experience as an Executive Assistant, Project Coordinator, or Office Administrator
Familiarity with multi-department coordination or executive-level support
Experience in a health or wellness-focused workplace
Compensation
$50,000–$62,000 annually annually based on experience, with eligibility for performance-based bonuses
Paid vacation and sick days
Health and wellness benefits (details provided in interviews)
Mileage reimbursement for travel
Biweekly personal training sessions and wellness perks
Growth opportunities as the company expands
Schedule: Monday to Friday, 8:30 a.m. to 5:00 p.m. (occasional flexibility required)
Location: 1125 Colborne St. E., Brantford, ON
About Icon Office Environments
Icon Office Environments creates inspiring workplaces through quality, design, and service. Our team takes pride in delivering exceptional experiences for clients while maintaining a collaborative and supportive internal culture.
We believe health and productivity go hand in hand. Our office is committed to fostering a wellness-focused culture with team workouts, catered healthy meals, and personal training sessions. We’re also preparing to become a zero refined-sugar office by 2026, because we know how we work and live directly impacts how well we perform.
We’re looking for someone who shares these values and wants to grow in a role where wellness, efficiency, and impact all matter.
Hiring Process
Application and short questionnaire
5-minute video submission
60-minute technical interview (includes live testing in Asana & Google)
30-minute culture interview
60-minute final interview (IN PERSON)
