Executive Assistant

Job description

Title: Executive Assistant

Location: Oakville Office (on-site)

Reporting To: President

Salary: $60,000 – $80,000 CAD annually

Vacation: 2 weeks

Benefits: Health benefits after 3 months of employment

Position Summary

Shelby’s Franchise Holdings Inc. is seeking a high-performing Executive Assistant to support the President & CFO. This role is mission-critical to the organization and sits at the center of leadership execution, communication, and accountability. This is not a traditional administrative role. The successful candidate will act as a force multiplier for the executive team—managing calendars with intent, driving cross-departmental timelines, tracking special projects, and ensuring key initiatives move forward on schedule. You will have visibility across the entire organization and will work closely with senior leadership, department heads, and external partners.

Key Responsibilities

Executive Support & Calendar Management

• Proactively manage and optimize the calendars of the President/CFO, prioritizing high-value meetings and protecting executive time
• Coordinate internal and external meetings, calls, travel, and executive commitments
• Prepare agendas, briefing materials, and follow-up notes for executive meetings
• Act as a gatekeeper and liaison between executives and internal/external stakeholders

Strategic Project & Task Management

• Track executive-level initiatives and special projects from initiation to completion
• Develop and maintain timelines, action plans, and accountability trackers across departments
• Follow up with department heads to ensure tasks are completed on time and to standard
• Provide regular status updates and clear feedback to the CEO and President/CFO

Cross-Department Coordination

• Work closely with leadership across Operations, Marketing, Real Estate, Construction, Legal, and Finance
• Ensure interdepartmental alignment on priorities, deadlines, and deliverables
• Identify bottlenecks, risks, and delays early and escalate appropriately

Talent & Recruitment Support

• Manage job postings across platforms (LinkedIn, Indeed, recruiters, etc.)
• Conduct initial resume screening and first-round screening interviews
• Coordinate interviews with hiring managers and executive leadership
• Assist with offer letters, onboarding coordination, and documentation tracking

Communication & Documentation

• Draft professional emails, internal communications, summaries, and reports on behalf of executives
• Organize, maintain, and control access to confidential documents and executive files
• Maintain high standards of discretion, professionalism, and confidentiality

General Executive Operations

• Assist with board-level preparation, presentations, and leadership meetings
• Coordinate logistics for leadership off-sites, strategy sessions, and executive events
• Anticipate executive needs and proactively solve problems before they arise

Qualifications & Experience

• 5+ years of experience as an Executive Assistant, Senior EA, or Chief of Staff type role supporting C-suite executives
• Proven ability to manage multiple senior calendars and competing priorities
• Strong organizational, follow-up, and execution skills; you close loops
• Excellent written and verbal communication skills
• High emotional intelligence and comfort working with senior leadership
• Ability to handle confidential information with absolute discretion
• Proficiency in Google Workspace, Microsoft Office, scheduling tools, and project- tracking systems
• Experience in franchising, QSR, retail, or high-growth organizations is a strong asset

What Success Looks Like in This Role

• Executives are focused on strategy, growth, and leadership; not chasing tasks
• Deadlines are met, meetings are purposeful, and priorities are clear
• Departments are aligned and accountable
• Information flows smoothly and decisions are well supported