Executive Assistant

At Fresh Tracks Canada, we craft tailor-made Canadian vacations for people from all over the world. Since 1996, our team of Canadian Insiders have helped our customers plan their vacations and enjoy life-changing travel experiences.    

We believe in keeping our customers front and center in everything we do; in fact, focus on serving our customers is one of our core values. Everyone acts and operates as an owner, treating this business as their own. We raise the bar constantly, embracing that nothing is perfect but continuous improvement is key. Our team is made up of passionate, positive experts who drive healthy collaboration by winning or losing as one, and we bring out the best in each other.

ABOUT THE ROLE

We are seeking a highly skilled and adaptable Executive Assistant to provide dedicated support to our CEO and Vice Presidents. This role blends traditional executive support with opportunities to contribute at a strategic and project level, making it ideal for someone who thrives on variety and impact. 

Reporting to the Director, People Operations, with dotted-line reporting to the CEO, you will act as a trusted partner to our executive team, ensuring they can focus on high-impact priorities while you manage the details with precision and discretion. The right candidate is proactive, resourceful, and thrives on enabling leaders to perform their very best. 

Salary Range: $85,000 - $105,000 CAD annually. 

RESPONSIBILITIES

Executive & Leadership Support 

• Provide administrative support including calendar management, travel booking, expense processing, and correspondence. 

• Act as the primary liaison for executives, staff, and external stakeholders, ensuring communication is clear and timely. 

• Draft, edit, and prepare professional materials including reports, presentations and company-wide communications. 

Meeting & Event Management 

• Schedule, prepare, and follow up on executive and leadership meetings, including agendas, briefing materials, and minutes. 
• Organize and plan executive team events, offsite meetings and retreats.

Strategic & Project Coordination 

• Support quarterly and annual planning cycles, including preparation, facilitation, and tracking outcomes. 

• Champion the effective use of company-wide tools to document, monitor, and drive progress on departmental and leadership priorities. 

• Partner with executives to track strategic goals, monitor timelines, and ensure alignment and accountability across teams.

• Provide project coordination support for cross-functional initiatives, helping drive outcomes on schedule. 

Operational Excellence & Culture 

• Balance strategic initiatives with essential day-to-day EA responsibilities. 

• Streamline processes to improve executive team efficiency and decision-making. 

• Contribute positively to company culture by modeling professionalism, collaboration, and discretion. 

REQUIREMENTS

• 5+ years of experience as an Executive Assistant to the CEO.  Experience supporting multiple executives is an asset. 

• Proven ability to manage multiple complex projects under tight deadlines. Self-starter with a proactive mindset, discretion, and the ability to exercise independent judgment. 

• Strong background in calendar and travel management, with proven success handling competing priorities.  

• Exceptional planning, organizational, and time management skills.  

• Excellent attention to detail, accuracy, and follow-through.  

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), with the ability to create executive-level materials. Outstanding verbal and written communication skills.  

• Ability to work effectively across departments and leadership teams, with highly developed interpersonal skills.  

REWARDS

You may be eligible to receive the following benefits, based on your contract type:

• 3 weeks vacation (4 weeks after your first year)
• Extended health benefits package
• Applauz Recognition 
• Comprehensive employee assistance program
  
• Paid anniversary day off
• “Pawternity leave” days for your new furry family members
  
• Great working hours  
  
• Friendly and fun team environment with company celebrations and social events
• Access to Canadian travel industry discounts!
• DE&I initiatives and events
• Community (volunteer) Hours 
• Social Clubs including Book Club & Fitness Club
  
• Paid Maternity & Parental leave
  
• Paid Pregnancy loss leave

DIVERSITY, EQUITY, AND INCLUSION

We are an equal opportunity workplace. We strongly encourage applications from under-represented communities, diverse backgrounds, identities, and experiences.  We don’t judge based on race, religion, ethnic background, sexual orientation, age, marital status, disability, gender identity or anything else that you might bring to the table. We don’t care about where you went to college, your degree, your age, or what names you might have on your resume. Instead, we’re looking for motivated, compassionate people who can execute from the ground up. We also know that everyone has a unique career journey and experience comes in many forms. 

Officially Great Place to Work® CertifiedTM 2022/2023

Officially Great Place to Work® CertifiedTM 2023/2024

Officially Great Place to Work® CertifiedTM 2024/2025

Officially Great Place to Work® CertifiedTM 2025/2026

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