Executive + Personal Assistant to CEO

Executive + Personal Assistant to the CEO

Job description:

The Opportunity

Toonie Tours is building a world class multi city tour operator that is growing fast. We have proven demand, real momentum, and a lot of complexity across cities, seasons, and teams. We are looking for an Executive Assistant who naturally takes ownership, closes loops, and builds systems so the CEO can stay focused on the highest leverage work.

You will not only support the CEO. You will also help the leadership team move faster by coordinating priorities, tracking goals, and ensuring commitments do not slip. You will have direct access to the team and visibility into what matters most week to week.

This is not a calendar only EA role. You will be trusted with meaningful responsibility across business operations, light office management, and administrative aspects of the CEO’s household.

Make the CEO’s world run smoothly by taking control of communication, coordination, follow ups, and the loose ends that create stress and slow execution.

If it does not require CEO level decision making, relationships, or leadership, the CEO should not be doing it. Your job is to own it, systematize it, and make it disappear from the CEO’s plate.

This role blends executive support, team coordination, light office management, and personal logistics because the goal is simple: remove friction wherever it shows up.

• Calendar management: protect focus time, prep meetings, confirm logistics, reduce unnecessary meetings
• Inbox and communication triage: draft replies, route requests, track follow ups, and close loops
• Task and priority management: capture everything, prioritize, and ensure nothing drops
• Travel, events, and offsites: bookings, coordination, checklists, confirmations
• Hiring coordination: scheduling interviews, candidate communication, scorecard tracking, references coordination, admin support
• Document organization: role charters, scorecards, SOPs, templates, hiring packs, and internal playbooks
• Systems and automation support:
  Google Workspace, Rapid Leads Pro  (Go High Level ), and AI tools

• Support key leaders with coordination, scheduling, follow ups, and execution support
• Maintain a simple goals and priorities tracker weekly so we stay aligned and nothing quietly dies
• Own meeting logistics for leadership rhythms such as weekly priorities, scorecard reviews, hiring debriefs
• Help standardize internal communication, templates, and playbooks so everyone operates the same way

• Keep the office running smoothly: supplies, vendors, basic coordination, and cleanliness standards
• Coordinate equipment, mail and packages, and simple facilities needs
• Ensure new hires have what they need on day one: access, tools, checklists, welcome logistics

• Household logistics: shopping, returns, supplies, and errands
• Laundry coordination and routine household organization
• Gifts, thank yous, and relationship maintenance
• Vehicle maintenance coordination: service bookings, schedules, registrations
• Home maintenance coordination: lawn and snow scheduling, contractors, minor coordination
• Family scheduling and logistics support, including occasional short windows of child supervision when needed

At Toonie Tours, everyone contributes to playbooks and training. Part of this role is documenting what works and turning it into checklists, templates, and SOPs so the business improves every week, not just gets busy.

• CEO no longer spends time on tasks that are not CEO work
• 95 percent or better on time completion with closed loop follow up
• Strong sense of urgency and fast response times
• Consistent systemization using SOPs, checklists, and templates
• Measurable leverage: hours removed from the CEO’s plate each week

In 30 days: inbox triage is clean, calendar is protected, follow ups never drop, and the backlog is organized and shrinking
In 60 days: business, office, and household logistics are running on rails with repeatable playbooks
In 90…