Executive Secretary

Position: Executive Secretary

Canadian Limos Inc. is a growing luxury chauffeur and executive transportation company serving clients across major Canadian cities including Toronto, Ottawa, Montreal, Calgary, and Vancouver. We are currently seeking a highly organized and professional Executive Secretary to work directly with company leadership and support internal coordination across multiple departments.

This role is suited for someone who is detail-oriented, proactive, highly responsive, and capable of helping leadership stay organized in a fast-moving business environment. The position involves much more than calendar management. The successful candidate will assist with communication flow, team follow-ups, meeting coordination, task organization, reporting, and overall executive support.

Work Schedule

Aligned with Toronto business hours

9 AM to 6 PM EST – Monday to Saturday

(Including scheduled break periods)

Key Responsibilities

* Work directly with leadership on day-to-day coordination and administrative support

* Organize meetings, schedules, follow-ups, and internal communication

* Coordinate with different departments to ensure tasks and requests are progressing properly

* Track pending items, approvals, deadlines, and ongoing projects

* Maintain organized records, notes, and task tracking systems

* Assist with preparing summaries, reports, and internal updates for leadership

* Ensure important requests and issues are communicated in a clear and structured manner

* Follow up with team members regarding pending tasks and action items

* Help streamline internal workflows and improve organizational structure

* Assist with email coordination, scheduling, and internal management support

* Maintain confidentiality and professionalism in handling sensitive business matters

* Support leadership in staying organized and focused on higher-level business priorities

Requirements

* Strong communication and organizational skills

* Excellent attention to detail

* Professional and mature communication style

* Strong follow-up and multitasking abilities

* Ability to prioritize and manage multiple responsibilities simultaneously

* Comfortable working independently in a remote environment

* Strong sense of ownership and accountability

* Proficiency with Google Workspace, Microsoft Office, and task management platforms

* Experience with Asana, ClickUp, Trello, or similar tools is preferred

* Previous experience in executive support, administration, coordination, or secretary roles is preferred

Preferred Qualities

* Calm and professional under pressure

* Highly organized and process-oriented

* Able to communicate confidently with different departments

* Quick learner with strong adaptability

* Reliable, responsive, and proactive

* Comfortable handling confidential business information

Work Environment

* Remote position

* Full-time role

* Works directly with company leadership

* Long-term growth opportunity within a growing organization