Executive Assistant to

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Role:  Executive Assistant to CEO (Canadian group travel company)

Priority Location: Any

Working Hours: 40 hours per week, flexible schedule based on the client’s extensive  travelling

Salary Range: $1,500 - $2,000 USD ($) per month

(The final offer is at the client’s discretion and depends on the candidate’s interview result, skills, and experience.)

Type of contract:Independent Contractor

Type of job:Remote

Role Profile:

The CEO’s Executive Assistant provides day-to-day executive support to the CEO of the company and serves as the central point for managing his communications, tasks, priorities, scheduling, approvals, and administrative needs.

The mandate is simple to state and demanding to execute: take ownership of the administrative and operational layer of the CEO's work so that he can concentrate on strategy, hosting, content, and growth.

This role requires someone with prior successful Executive Assistant experience who can quickly learn the CEO's working style and the company's processes. The right person will initially ask questions and seek precedent rather than make assumptions, and will progressively recognise patterns, anticipate needs, and operate independently as their knowledge of the role develops.

Scope of Responsibilities:

Executive Office

Manage the CEO’s day-to-day workload by organizing incoming requests, determining priorities and ownership, coordinating schedules, and ensuring tasks move through completion.

This includes:
* CEO Email Management:full ownership of the CEO's primary inbox: reading, categorising and triaging all incoming mail daily; responding directly to routine correspondence in the CEO's voice; routing items to the appropriate team member and confirming follow-through; and surfacing what genuinely requires the CEO's attention with clear framing and a recommended next step. A separate private inbox for sensitive matters sits outside this role.
* CEO Task & Project Management:maintaining the master view of active projects, owners, deadlines and next steps; running follow-ups so that nothing waiting on a third party is lost; and providing a regular briefing that identifies the few items requiring the CEO's focus and what is blocked and on whom.
* CEO Calendar & Scheduling:ownership of the CEO's calendar, including complex multi-time-zone scheduling, protection of focused work blocks, and accepting, declining, proposing and rescheduling meetings on his behalf in routine cases.
* Travel Logistics:support with flights, hotels, ground transport, complex routings and expense capture.
* CEO Non-W&A Personal Projects:administrative support for the CEO's projects outside the business.
Executive Communications & Approvals

Coordinate communications requiring CEO input or approval by collecting information and drafts from the appropriate teams, reviewing them for completeness and quality, presenting them to the CEO, communicating feedback, and tracking them through to completion. Draft correspondence in the CEO's voice, which is documented and carries specific conventions on tone, length and language.

Executive Coordination

Coordinate activities involving the CEO by liaising with internal teams, scheduling meetings and events, gathering required information, and ensuring preparations are complete before the CEO’s involvement.

Executive Administration

Handle administrative responsibilities that directly support the CEO and maintain the documentation required for the role.

This includes:
* Invoice Collection— collecting invoices and charges and liaising with the bookkeeper, including clarification of expenses with the team and ensuring regular financial reporting reaches the CEO on schedule. This is a coordination role; the books themselves remain closed to it.
* Documentation / SOPs— maintaining existing documentation and documenting new processes once workflows are understood.
Candidate Profile:

Experience & Seniority
* Experienced Executive Assistant:Must have previously supported a senior executive or CEO successfully and understand the expectations and pace of executive-level support.
* Independent but Coachable:Experienced enough to take ownership and exercise judgment, while remaining open to learning established processes and adapting to the CEO’s preferred way of working.
* Fast Learner:Able to absorb new information, processes, tools, and context quickly and translate what they learn into independent execution.
* Progressive Autonomy:Seeks clarification and precedent when something is unfamiliar, but learns from previous situations and requires progressively less direction over time.
* Remote-native:Demonstrated success working fully remotely, self-managing and self-motivated, without daily supervision.
* Small-business fluency:Comfortable in an environment where roles flex and process is built as you go. Travel industry experience is welcome but not required.
Soft Skills
* Discret