Executive Assistant & Personal Assistant to the CEO

AboutDokainish& Company

Since2011Dokainish& Company has been providing world class professional consultancy services.

We specialize in working diligently and collaboratively with our clients to achieve long-lasting and impactful results acrossnumerousbusiness functions. Our areas of expertise include but are not limited to Project Management Quantitative Risk Analysis Organizational Change Management Project Controls Enterprise Reporting Estimating Asset Management and System Implementation for Capital Projects. We draw upon decades of project experience to deliver customized solutions to our clients most complex challenges.

We are a fast-growing organization currently seeking a Senior EVM & COBRA Specialist to support the delivery of complex capital projects through rigorous cost and schedule performance management.

Role Overview

The Executive & Personal Assistant to the CEO is one of the most important support roles in our organization. This person serves as the CEOs right hand;a trusted highly capable professional who keeps pace with a fast-moving entrepreneurial leaderoperatingacross multiple business lines time zones andjurisdictions.

This is not a traditional desk-based EA role. The CEOoperatesdynamically;across the office client sitesbusiness meetingsand personal engagementsand this role moves with him. The right person will be equally at ease managing a board-level briefing package and handling a last-minute personalerrand andwill treat both with the same level of professionalism and care.

This role requires exceptional discretion a proactive mindset and the ability toanticipateneeds before they are voiced. If you thrive in fast-paced high-trust environments and take pride in making a busy executives life run smoothly this role is for you.

Location:Toronto Ontario:in-person and on-the-go with the CEO as needed

Type:Full-time

Reports to:CEO

Requirement:Valid drivers licence and access to a reliable personal vehicle

Who We Are Looking For:

The ideal candidate for this role is not defined by years of experience alone;itsdefined by who they are. We are looking for someone who:

• Is genuinely proactive; youdontwait to be told; youanticipate prepare and act.

• Has high emotional intelligence. Youknow when to ask when to act and when to just take care of it.

• Is will be trusted with confidential professional and personal information and you treat that trust as non-negotiable.

• Adapts quickly. No two days look the same and you are energized not unsettled by that.

• Takes ownership. You follow through on everything big and smalland nothing gets dropped.

• Is comfortable operating in ambiguity. Direction may be minimal at times andyoureable to use good judgment to fill in the gaps.

• Has no ego about task type. You move fluidly between drafting an executive briefing and picking up drycleaning becauseboth matter.

• Is a warm polished communicator;someone the CEOs clients contacts and family feel comfortable interacting with.

Key Responsibilities

Executive Support

• Manage the CEOs calendaras needed:booking meetings and appointments and day-of coordination.

• Draft review and manage professional correspondence and communications on behalf of the CEO.

• Prepare briefing materials agendas and meeting notes for internal and external engagements.

• Coordinate domestic and international travel: flights accommodations ground transportation visas and detailed itineraries.

• Liaise with clients partners internal staff and external stakeholders on behalf of the CEO.

• Track outstanding action items and follow up on deliverables to ensure the CEOs commitments are met.

• Support preparation of presentations proposals and executive-level documents as needed.

• Manage CEO expense reporting and reconciliation.

• Serve as a reliable point of contact when the CEO is unavailable or travelling.

Personal Assistance

• Provide personal scheduling and logistical support including appointments reservations and personal errands.

• Coordinate personal travel and family-relatedlogisticsas needed.

• Manage personal vendor relationships and household service appointments on an ad-hoc basis.

• Run time-sensitive personal errands including driving whenrequired.

• Handle all personal matters with full confidentiality and professionalism.

Ad Hoc & Special Projects

• Support special initiatives and one-off projects as directed by the CEO.

• Adapt to shifting priorities and a highly varied day-to-day workload without losing momentum.

• Contribute to the broader team in a variety of ways as company needs evolve.

Note: This role description is intended to provide a general overview of the position. It is not an exhaustive list of all responsibilities duties skills or qualificationsrequired.

What Success Looks Like

Success in this roleisntmeasured by completing a task listitsmeasured by how well the CEO can focus on leading the business. The right person will build trust quickly learn the rhythm of how heoperates and move from executing instructions toanticipatingneeds. Over time you become a genuine extension of him: someone who exercises good judgment when direction is incomplete handles the unexpected without losing composure and makes a fast-movingCEO leading a growing globalconsultancyfeelorganized supported and free to do the work only he can do. The team knows they can reach you when theycantreach him and nothing gets dropped. That is this role at its best.

Requirements

• 2-4 years of experience in an executive assistant personal assistant or similar high-trust administrative support role.

• Valid drivers licence and access to a reliable personal vehicle (required).

• Proficiencyin Microsoft Office Suite (Outlook Word PowerPoint Excel).

• Exceptional organizational and time management skills; able to manage multiple competing priorities with composure.

• Strong verbal and written communication skills in English.

• High degree of professionalism discretion and sound personal judgment.

• Comfortable operating in a fast-paced entrepreneurial environment with limited day-to-day structure.

• Ability to work independently and proactively witha strong senseof personal accountability.

• Positive flexible attitude; genuinely embraces variety; no task is too small and no challenge too unfamiliar to figure out.

• Must be based in or able to commute to downtown Toronto; this is a full-time in-person role.

Nice to Have

• Prior experience supporting a CEO founder or senior executive in a professional services or consulting environment.

• Exposure to multi-jurisdictional or international business operations.

• Familiarity with travel coordination across international destinations including the Middle East.

• Experience managing both professional and personal responsibilities for an executive.

Why Join Us

AtDokainish& Companyyoullbe joining a team that values excellence initiative and genuine collaboration. This is a role with real visibility;you will work directly with and for the CEO of a scaling global firm and your impact will be felt every day. We recognize and value the uniqueness of every individual on our team and foster a culture of open communication accountability trust and respect.

If you are looking for a role where no two days are the same where your contributions matter and where you can grow alongside a company on the movewe want to hear from you.

Notes:
VACANCY STATUS: Thispostingis for a new position.
AI USAGE: This organization does not use artificial intelligence to screen assess or select applicants for thisparticular openposition. All applications are personally reviewed by our Talent Acquisition Team.

Dokainish& Company is an equal opportunity employer. Qualified applicants will receive consideration for employment without regard to age gender racecolour religion sexual orientation gender identity national origin disability age and veteran status or any other protected status required by applicable law.

In accordance withthe Ontario Human Rights Code Accessibility for Ontarians with Disabilities Act 2005 andDokainish& Company AODA Policy accommodation will be provided in all parts of the hiring process. Applicants need to make their needs known in advance.