Executive Assistant - Kitchener - Communitech

Description

Executive Assistant

Communitech helps tech companies start, grow, and succeed in Waterloo Region.

We're building a tech ecosystem that's proudly local, globally ambitious and powered by community.

Since 1997, Communitech has brought community and tech together to build Canada's most vibrant innovation ecosystem. We connect local startups and scale-ups to the support they need to grow, compete and lead.

Today, that means helping trusted AI solutions reach the market, turning bold ideas into valuable IP, expanding peer and advisory networks for founders, and uniting voices through the Waterloo Tech Coalition to take on the issues that matter most.

Our goal is to keep Waterloo Region the most connected, collaborative, and resilient tech hub in the country.

We're looking to grow our team with passionate people – people who believe in our mission and who are willing to do what it takes to help our founders succeed. If you like to work collaboratively, get s#t done and be a champion for Canadian tech, we want to hear from you. Wonder what it's like to work at Communitech? Learn more at

Communitech is based in downtown Kitchener, Ontario. We work in-office five days a week because great things happen when we're together — creating space for deeper collaboration and stronger relationships with each other and the ecosystem we support.

Role Overview

The Executive Assistant (EA) to the CEO is responsible for maximizing the CEO's effectiveness, focus, and impact. This role provides primary support to the CEO (~70%) and secondary support to the Executive Leadership Team (~30%), ensuring seamless coordination, strong communication flow, and operational excellence across the organization.

The Executive Assistant operates as a trusted partner, exercising impeccable judgment and discretion. Success in this role requires a highly organized, pragmatic, and anticipatory professional who thrives in a dynamic, high-impact environment, engaging effectively with senior leaders, board members, founders, and external partners.

Responsibilities

CEO Support (Primary Focus)

• Own and optimize the CEO's calendar, scheduling, and time management to align with strategic priorities
• Act as a gatekeeper and point of coordination for internal and external communications on behalf of the CEO
• Assist with executive correspondence, agendas, briefing materials, and follow-ups
• Arrange the logistics for the CEO for meetings, panels, events, and key engagements
• Track action items, deadlines, and commitments
• Manage travel arrangements and expense reporting
• Take meeting notes, manage documentation in Google Drive, and support light project management as required
• Support board-related activities as needed (scheduling, materials, communications)

Executive Team Support (~30%)

• Provide administrative and calendar support to the Executive Leadership Team, including scheduling meetings, managing requests, and coordinating travel as needed
• Assist with communications, agendas, and meeting materials for executive meetings
• Take meeting notes and ensure timely distribution of action items as required
• Coordinate logistics for team events, internal meetings, and offsite activities (room bookings, catering, materials)
• Assist with document management and organization, maintaining files and records in Google Drive
• Assist with special projects as assigned by individual executives

This job description is not intended to be exhaustive. Responsibilities and duties may evolve based on organizational needs.

Core Capabilities

• Demonstrated administrative experience supporting a senior executive or CEO
• Advanced calendar management and scheduling across multiple stakeholders
• Strong written and verbal communication skills
• High proficiency with Google Workspace (Docs, Sheets, Slides, Calendar, Drive)
• Strong note-taking, documentation, and follow-up skills
• Comfort with cross-functional coordination
• Experience supporting board activities and senior leadership meetings is an asset

What Will Make You Successful

• High degree of confidentiality, discretion, and sound judgment
• Exceptionally organized with the ability to manage competing priorities calmly and effectively
• Pragmatic and solutions-oriented; you figure things out and make things easier
• Proactive self-starter who anticipates needs before they're voiced
• Professional and composed, with confidence interacting with senior stakeholders
• Detail-oriented but big-picture aware, understanding how your work connects to organizational priorities
• Adaptable and resilient, comfortable with ambiguity and change
• Collaborative and service-minded, with a genuine desire to support leaders and teams

Compensation

The annual base salary range is $50,000-$60,000. The actual compensation will be based on various factors, including the candidate's level of skills, experience and education as well as the needs of the role, budget and market.

To Apply

Please apply online along with your resume and cover letter.

We thank all applicants in advance; however only individuals selected for an interview will be contacted. All applications will be kept confidential. Communitech is a diverse and inclusive environment and encourages applications from all qualified candidates, including aboriginal persons, francophones, members of sexual minority groups, persons with disabilities, visible minorities, and women. We will provide any requested accommodation to candidates with disabilities throughout the recruitment process.

In compliance with Ontario's Bill 190, we confirm that this posting represents a current, existing vacancy within our organization.

Please note that ADP's platform uses artificial intelligence (AI) to generate an applicant's Candidate or Profile Relevance score. This is one of many factors that will be reviewed in making interview decisions, and all applications will be reviewed by a human. Scores do not affect the visibility of an application and applicants may opt-out when applying.