Secretary jobs in Vaughan, ON

About The Avid Group

The Avid Group is a fast-growing North American apparel company operating across design, manufacturing, brand management, e-commerce and logistics.

Headquartered in Toronto, our global workforce includes more than 250 team members across 10 countries, supported by three facilities across North America. We partner with brands and retailers to design, manufacture, decorate, distribute and fulfill products at scale, while also building and operating brands of our own.

Avid is ambitious, entrepreneurial and built differently. We move quickly, trust talented people with real responsibility and avoid unnecessary bureaucracy. Our leaders are accessible, strong ideas can come from anywhere, and high performers have the opportunity to make a meaningful impact well beyond the boundaries of their job descriptions.

We have built a high-performing team that genuinely enjoys working together, and we are committed to creating the kind of company exceptional people will look back on as the best place they ever worked.

The Opportunity

We are looking for an exceptional Executive Assistant to work directly with our Founder/CEO.

This is much broader than a traditional administrative role. You will manage the CEO’s calendar, travel, communications and priorities, while also participating in important meetings, supporting strategic projects and helping ensure decisions turn into action.

You will operate at the centre of a fast-moving business, with exposure to company strategy, operations, major clients, executive hiring, brand development, acquisitions, U.S. expansion and new business opportunities.

The right person will become a trusted member of the CEO’s office: someone who understands the broader context, anticipates what is needed and helps multiply the CEO’s effectiveness.

What You’ll Do

• Proactively manage a complex executive calendar and protect time for the CEO’s highest-value priorities
• Coordinate domestic and international travel, detailed itineraries, accommodations and last-minute changes
• Participate in selected leadership, strategy, client and project meetings
• Prepare agendas, briefing notes, presentations and background materials
• Track decisions, commitments, owners and deadlines
• Follow up with senior leaders to ensure important initiatives maintain momentum
• Help the CEO prepare for and debrief important conversations
• Draft and edit emails, presentations and executive communications
• Research opportunities, summarize complex information and provide clear recommendations
• Support cross-functional projects involving strategy, growth, hiring, operations and technology
• Coordinate leadership retreats, company events and visits to our U.S. facilities
• Build systems that improve organization, communication and follow-through
• Use AI and modern productivity tools to automate repetitive work and increase efficiency
• Provide a reasonable level of personal executive support where it meaningfully protects the CEO’s time

What Success Looks Like

You will know you are succeeding when:

• The CEO’s calendar and travel are proactive, organized and intentional
• Important meetings are consistently well prepared
• Decisions and commitments are documented and followed through
• Problems are anticipated and resolved before they escalate
• The CEO receives concise recommendations rather than unfiltered information
• Leadership-team communication and coordination improve
• Very little falls through the cracks
• The CEO spends more time focused on strategy, leadership, clients and growth

Your success will not be measured by how busy you are. It will be measured by the clarity, momentum and leverage you create.

Who We’re Looking For

You are exceptionally organized, but organization alone is not enough.

You have strong judgment, excellent communication skills and the confidence to operate around senior executives. You understand context, not just instructions, and can move from a detailed logistical issue to a strategic conversation without losing effectiveness.

You are someone who:

• Thinks several steps ahead
• Takes ownership from beginning to end
• Remains calm when priorities change
• Communicates clearly, warmly and professionally
• Can be trusted with highly confidential information
• Knows when to ask a question and when to independently solve the problem
• Is comfortable offering a thoughtful perspective when appropriate
• Follows through relentlessly
• Brings positive energy and a sense of humour to demanding work
• Enjoys making other people more effective

When presented with a problem, your instinct is to understand the objective, investigate the options, recommend a solution and move it forward.

Qualifications

• Five or more years of experience supporting a CEO, founder or senior executive
• Demonstrated experience managing complex calendars, travel and competing priorities
• Exceptional written and verbal communication skills
• Strong judgment, discretion and confidentiality
• Excellent project-management, problem-solving and follow-through capabilities
• Ability to synthesize information into concise, decision-ready recommendations
• Confidence interacting with executives, clients, candidates and external partners
• Strong proficiency with Google Workspace, Microsoft Office or equivalent platforms
• Comfort using AI tools and modern productivity software
• Ability to work in person in our Toronto office
• Flexibility to travel occasionally within Canada and the United States

Experience in a founder-led, privately held or high-growth company would be an asset, as would exposure to executive recruitment, events, corporate travel, manufacturing, logistics, e-commerce or consumer brands.

Work Arrangement

This position is based at our office in North York.

The expectation is that you will generally work in the office while the CEO is in Toronto, as close day-to-day collaboration is important to the role. The CEO travels frequently, and there will generally be flexibility to work from home during those periods.

This is not a fixed hybrid schedule. It is a flexible arrangement based on where the role can create the most value.

There will also be opportunities to travel to leadership retreats, company events, client meetings and our U.S. offices.

Why Join Avid

• Direct exposure to the CEO and senior leadership team
• Meaningful involvement in important company decisions and initiatives
• Broad experience across multiple businesses, countries and functions
• Real responsibility and the trust to exercise judgment
• Challenging, varied work with significant learning opportunities
• A high-performing team that genuinely enjoys working together
• Opportunities to travel and participate in company events
• The ability to grow the role as your capabilities and impact expand
• Competitive compensation, performance bonus and company benefits

Direct applicants only. We are not accepting submissions from recruitment agencies or third-party recruiters. Unsolicited résumés will not be considered, and no agency fees will be paid.

Pay: $90,000.00-$120,000.00 per year

Benefits:

• Casual dress
• Dental care
• Extended health care
• On-site parking
• Paid time off
• Vision care

Ability to commute/relocate:

• Toronto, ON M3J 1Z3: reliably commute or plan to relocate before starting work (required)

Work Location: In person