Executive Assistant & Operations Coordinator
Ice ’n Cake | CF Shops at Don Mills | Toronto, ON
About Us
Ice ’n Cake is a European-inspired gelateria and café located at CF Shops at Don Mills. We specialize in handcrafted gelato, specialty coffee, pastries, and creating memorable guest experiences.
We are looking for a highly organized, proactive, and resourceful Executive Assistant & Operations Coordinator to become the right-hand support to our Director of Operations.
We are looking for someone who enjoys wearing many hats, thrives in a fast-paced environment, and is excited by the opportunity to help build and grow a small business. This is a unique opportunity to gain hands-on experience in all aspects of running and growing a business while working directly with ownership.
This role is ideal for someone who is excited to grow with the business and take on increasing responsibility over time.
No two days are the same in this role. One day you may be organizing recruitment and onboarding, and the next you may be coordinating a project, managing vendors, building reports, researching solutions, or improving business systems and processes.
Position Details
- Part-time, Permanent
- Approximately 20–30 hours per week, with opportunity to grow
- Primarily weekdays, with occasional evenings or weekends as needed
- In-person position based at CF Shops at Don Mills
- Compensation: $22.00–$23.00 per hour
What You’ll Be Doing
Executive & Administrative Support:
- Manage calendars, meetings, appointments, reminders, and follow-ups.
- Organize emails, digital files, and business records.
- Prepare documents, reports, presentations, and professional correspondence.
- Track projects, deadlines, and action items to ensure nothing falls through the cracks.
- Maintain organized task lists and project updates.
- Assist with both business and occasional personal administrative tasks.
Business Operations:
- Support day-to-day business operations and special projects.
- Coordinate with vendors, suppliers, contractors, and service providers.
- Assist with inventory tracking, ordering, and operational reporting.
- Build and improve systems, processes, and procedures.
- Maintain spreadsheets, reports, contact lists, and operational trackers.
- Research products, services, tools, and potential solutions.
- Assist with occasional business errands and operational support as needed.
Human Resources & Recruiting:
- Post jobs and manage applicant pipelines.
- Review resumes and coordinate interviews.
- Prepare onboarding documents and organize employee files.
- Assist with scheduling, availability tracking, and training documentation.
- Support other administrative aspects of hiring and team management.
Project Management:
- Coordinate business initiatives and projects from start to finish.
- Track timelines, decisions, and follow-ups across multiple projects.
- Follow up with contractors, suppliers, and third-party partners.
- Research options and organize recommendations for review.
- Help ensure projects continue moving forward and deadlines are met.
Special Projects & Business Support:
- Conduct research and present recommendations.
- Assist with miscellaneous business initiatives and special projects.
- Help identify opportunities to improve efficiency and organization.
- Take ownership of projects and follow them through to completion.
Who You Are
- Extremely organized and detail-oriented.
- Proactive and resourceful.
- Able to manage multiple priorities simultaneously.
- Comfortable in a fast-paced, ever-changing environment.
- Tech-savvy and eager to learn new systems.
- Professional, trustworthy, and dependable.
- An excellent communicator and problem-solver.
- Comfortable wearing many hats and helping wherever needed.
- Excited by variety and changing priorities.
- Someone who takes initiative and enjoys figuring things out independently.
- Someone who does not wait to be told every next step and proactively moves tasks and projects forward.
- Someone who takes ownership, follows through, and doesn’t let things fall through the cracks.
Qualifications
- Previous experience in administration, executive assistance, operations, project coordination, hospitality, retail, or office management is considered an asset.
- Strong proficiency with Microsoft Office and Google Workspace.
- Excellent written and verbal communication skills.
- Strong organizational and time-management abilities.
- Ability to work independently and exercise sound judgment.
- Experience with spreadsheets and reporting tools is preferred.
- Comfortable working in a fast-paced, entrepreneurial small-business environment where priorities can change quickly.
- Experience working in a small business or entrepreneurial environment is considered a strong asset.
Why Join Ice ’n Cake?
- Work directly with ownership and gain exposure to all aspects of running a growing business.
- Opportunity for growth and increased responsibilities.
- Flexible scheduling.
- Employee discount and discounted food.
- On-site parking.
- Dynamic, collaborative, and entrepreneurial environment.
This role is perfect for someone who wants to learn, grow, and make a meaningful impact within a small business. If you’re excited by variety, love staying organized, and enjoy helping turn ideas into action, we’d love to hear from you.
Pay: $22.00-$23.00 per hour
Benefits:
- Casual dress
- Discounted or free food
- Flexible schedule
- On-site parking
- Store discount
Application question(s):
- What tools or systems do you use to stay organized?
- How many years of administrative experience do you have?
- Are you available to work in person at CF Shops at Don Mills, Toronto?
- Are you available to work approximately 20–30 hours per week?
- How many years of experience do you have using Microsoft Office?
- How many years of experience do you have with scheduling, calendar management, or coordinating appointments?
Work Location: Hybrid remote in North York, ON
