Position Purpose
The Executive Assistant is the CEO's operational right hand. The role provides the complete executive-support coverage while adding a clear mandate to help build a more scalable, AI-enabled business. The successful candidate will protect the CEO's time, keep priorities and commitments moving, and convert recurring work into documented processes, useful automations and simple internal applications within the Klarify operating system.
This is not a passive administrative role. It requires sound judgment, strong follow-through, technological curiosity and the confidence to bring order to fast-moving work across multiple companies, teams, locations and time zones.
Key Outcomes
- The CEO's calendar, inbox, travel, meetings and commitments are controlled, prepared and followed through.
- No important decision, promise, deadline or delegated action is lost between meetings.
- Recurring executive and business processes are documented, assigned and improved.
- AI and lightweight app development reduce administrative effort, speed up decisions and improve visibility.
- Leaders receive clear information, owners, deadlines and escalation recommendations.
- The executive office operates reliably during travel, changing priorities and periods of high growth.
Core Responsibilities
1. Executive Office and CEO Support
- Own the CEO's calendar: prioritize requests, protect focus time, resolve conflicts and ensure the right people and information are present.
- Triage and draft email, correspondence, briefings, presentations and internal communications in the CEO's voice.
- Coordinate complex travel, accommodations, ground transportation, itineraries and schedule changes across Canada and the United States.
- Prepare meeting agendas, background material, decision briefs and concise daily or weekly priority summaries.
- Capture decisions and commitments; assign owners and deadlines; follow through until work is completed or deliberately changed.
- Handle sensitive personal, personnel, legal, financial and commercial information with exceptional confidentiality.
2. Meeting, Project and Communication Control
- Maintain a central register of CEO decisions, delegated actions, follow-ups, deadlines and waiting items.
- Coordinate leadership meetings, customer and partner meetings, board or advisor sessions, and cross-functional project reviews.
- Turn rough notes, voice messages and conversations into clear tasks, documents, workflows and communications.
- Chase missing information diplomatically and keep work moving across Sales, Operations, Finance/HR, Research, Regulatory and Marketing.
- Escalate early when timing, cost, quality or risk is threatened. Present at least two practical options with pros and cons, financial and operational implications, key risks, and a recommended course of action.
3. Wardell/Klarify System Ownership
- Serve as the day-to-day coordinator and power user for the Wardell/Klarify business-management and SOP system.
- Work with department leaders to capture how work is actually performed and convert it into clear processes, SOPs, checklists, forms, approvals and training material.
- Maintain document ownership, version control, review dates, role clarity and links between policies, procedures and supporting records.
- Identify process gaps, duplicated effort, unclear handoffs and recurring failures; recommend and coordinate improvements.
- Build dashboards and reporting rhythms that show whether required work is being completed and where leadership attention is needed.
- Support adoption through training, reminders, user feedback and practical simplification of the system.
4. AI, Automation and App Development
- Use AI tools confidently for research, first drafts, meeting summaries, document analysis, workflow design, knowledge retrieval and executive preparation, while verifying important outputs.
- Spot repetitive or error-prone work that can be automated and translate the business need into a clear workflow or app specification.
- Create or coordinate simple internal applications, forms, dashboards, integrations and AI assistants using low-code/no-code tools and, where appropriate, AI-assisted coding.
- Connect approved tools and data flows to Klarify without creating uncontrolled shadow systems or duplicate sources of truth.
- Test new workflows with users, document them, train the team, measure adoption and improve them based on results.
- Apply sound controls for confidentiality, access, source verification, approvals and human review of AI-generated work.
5. Business-Building Support
- Help convert the CEO's ideas and strategic direction into structured initiatives, milestones, owners and next actions.
- Conduct focused research and assemble decision-ready comparisons, including cost, risk and implementation considerations.
- Support onboarding, role clarity, special projects and the creation of management tools that allow the business to scale.
- Coordinate vendors, advisors and technology partners involved in executive-office, AI, app or process-development work.
- Maintain a practical improvement backlog and prioritize opportunities by business value, urgency, effort and risk.
Required Capabilities and Experience
- Demonstrated success supporting a CEO, owner or senior executive in a fast-moving, entrepreneurial organization.
- Excellent written communication, organization, discretion, judgment and follow-through.
- Advanced calendar, email, document, presentation, meeting and travel coordination skills.
- Strong working knowledge of modern AI tools and the ability to use them safely and productively in real business workflows.
- Experience with low-code/no-code app building, workflow automation, integrations, databases or dashboards; formal software-development experience is useful but not required.
- Ability to learn and administer Klarify and the Wardell system, including SOPs, workflows, training and accountability mechanisms.
- Comfort working across multiple entities, functions, locations and changing priorities.
- Availability for a dependable full-time workday aligned with Mountain Time and flexibility for genuinely urgent matters or travel disruptions.
Personal Attributes
- Proactive: anticipates needs and acts before small issues become problems.
- Practical: favors usable systems and completed work over unnecessary complexity.
- Technologically curious: enjoys testing better ways to work and can explain them clearly to others.
- Calm and direct: communicates honestly, respectfully and without drama under pressure.
- Accountable: closes loops, keeps commitments and owns mistakes.
- Business-minded: understands that time, cash, customer trust, risk and execution all matter.
Success Measures
- Calendar conflicts, missed commitments and avoidable last-minute surprises are materially reduced.
- Meeting actions are documented promptly, assigned clearly and followed to completion.
- CEO time shifts toward high-value decisions, relationships and growth priorities.
- Priority Wardell/Klarify processes have clear owners, current documentation and demonstrated adoption.
- Approved AI and app initiatives produce measurable time savings, better visibility, fewer errors or faster cycle times.
- Leadership receives concise, decision-ready information and solution-based escalations.
First 90 Days
- Days 1-30: learn the businesses, CEO working style, recurring commitments, key people, current Ruby workflows, systems and confidentiality requirements; stabilize calendar, inbox, travel and follow-up control.
- Days 31-60: establish the executive action register and reporting rhythm; map priority processes and the current Wardell/Klarify structure; identify the first automation and internal-app opportunities.
- Days 61-90: implement agreed process improvements; deliver at least one useful AI-enabled workflow or lightweight internal tool; establish a prioritized roadmap for further Klarify, automation and app development.
Role Boundaries
The EA may use AI to accelerate work, but remains responsible for accuracy, judgment, confidentiality and appropriate approval. Business-critical systems, customer commitments, financial decisions, legal or regulatory communications and personnel matters must retain the required human review and authorization.
Working Relationship
The relationship with the CEO is built on trust, candour, speed and disciplined follow-through. The EA is expected to challenge constructively, protect priorities and bring recommendations—not simply relay problems. The operating principle is: never escalate a problem without also escalating a recommendation.
Pay: $45,000.00-$65,000.00 per year
Benefits:
- Flexible schedule
- Mileage reimbursement
- Paid time off
- Work from home
Experience:
- Executive Assistant to CEO: 5 years (required)
Work Location: In person
