Executive Assistant

Description:

Honest Mom Enterprises, founded by Libby Ward, is seeking a highly organized and professional Executive Assistant to support the CEO in achieving her mission of helping women worldwide. This role requires a detail-oriented, proactive, and highly communicative individual who can manage multiple high-level projects, oversee administrative tasks, and act as a key liaison between the CEO and external stakeholders.

The ideal candidate will bring structure and efficiency to a growing business, supporting international expansion, product launches, a book release, and speaking engagements.

Key Responsibilities:

✔ Provide comprehensive executive support, including managing schedules, prioritizing tasks, and handling internal/external inquiries
✔ Manage the CEO’s email and draft professional correspondence
✔ Oversee and prioritize multiple projects (e.g., website development, book launch, brand partnerships)
✔ Coordinate with brands and sponsors to execute collaborations and speaking engagements
✔ Develop efficient systems to improve business processes and scalability
✔ Schedule and organize internal and external meetings, including agenda preparation and follow-ups
✔ Arrange business and personal appointments for the CEO
✔ Prepare and distribute documents, briefings, reports, presentations, and charts
✔ Act as a liaison between the CEO, team members, and external partners
✔ Manage corporate travel bookings (flights, hotels, car rentals, event registrations)
✔ Plan logistics for speaking engagements, events, and media appearances
✔ Evaluate business opportunities, risks, and alignment with growth objectives
✔ Maintain focus on high-impact initiatives by filtering commitments and opportunities
✔ Identify challenges, provide problem-solving solutions, and maintain a professional attitude

Qualifications & Skills:

🔹 Bachelor’s degree in management, business, or related field (or diploma with equivalent experience)
🔹 Minimum 5 years of experience in an administrative or project management role
🔹 Strong project management experience
🔹 Proficiency in Google Workspace, Monday, Slack, Buffer, and Zencastr (or similar tools)
🔹 Exceptional organizational skills – ability to manage multiple tasks and remain calm under pressure
🔹 Strong verbal and written communication skills, including professional email handling
🔹 Detail-oriented with excellent problem-solving skills
🔹 Ability to build relationships at all levels, internally and externally
🔹 Effective meeting management skills
🔹 Experience in media or entertainment is an asset but not required
🔹 Ontario, Canada-based (preferably Hamilton/GTA) with availability for occasional in-person work

Work Environment & Hours:

📍 Remote (Canada-based, preference for Hamilton/GTA)
⏳ 28 hours per week (4 days, 7 hours each) with potential for growth
🛫 Occasional travel required

Personality Traits:

✔ Highly organized, diplomatic, and works well under pressure
✔ Proactive and independent, identifying needs and taking action
✔ Positive, growth mindset, and eager to make an impact
✔ Excited to contribute to a mission-driven organization