Canadian Limos Inc.
Website:
canadianlimos.com
Job details:
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
Click on Apply to know more.