Project Executive Jobs in Vaughan, ON (NOW HIRING)

A little bit about us:

NutraChamps is a fast-growing eCommerce business committed to supplying the best in nutritional supplements. In just over 10 years of operations, we have shot to the top of Amazon’s marketplace and continue to grow on and off the platform. Recognized as one of the Top 50 fastest-growing companies in Canada, published in the Globe & Mail Magazine's 2019 & 2021 list as well as a Great Place to Work certified. 

But we aren't just building a company: we’re building a team. Our workspace is inviting, collaborative, engaging, and brimming with energy. Within our tight-knit team, you’ll feel the impact you’re making each day and be directly responsible for the continued growth of our company. Be a valued part of company decisions and make a tangible difference in our mission to provide our customers with accessible and affordable ways to better their health. 

When you join NutraChamps, you don’t just get a job - you get a purpose. 

We’re looking for a motivated person to join us at our Toronto headquarters. If you’re committed to personal growth, passionate about health and wellness, and interested in moving us forward - we want to hear from you! 

NOTE: This position is for local candidates only. No agencies or international applications will be considered.

Position Summary: 

Reporting directly to the COO, the Executive Assistant will play a critical role in supporting executive operations, improving organizational efficiency, and helping drive key business initiatives across the company.

This is not a traditional administrative role.

The ideal candidate is highly organized, proactive, detail-oriented, and capable of operating in a fast-moving environment with shifting priorities. You should be someone who anticipates problems before they happen, takes ownership without being asked, and thrives under pressure.

You will support the executive team with a wide range of responsibilities including office management, executive communications, project coordination, operational support, reporting, marketing, meeting organization, and cross-functional business initiatives.

This role requires strong business judgment, professionalism, discretion, and the ability to handle confidential information with maturity and care.

A strong understanding of business operations, eCommerce, Amazon, and Netsuite experience are considered major assets.

You'll be working alongside a dynamic team of talented and collaborative thinkers who thrive in a fast-paced environment with a high level of autonomy. 

Primary Duties and Responsibilities (if this list looks exciting to you, click Apply Now):

• Act as a strategic support partner to the COO and executive leadership team
• Prepare and organize reports, presentations, meeting agendas, and executive materials
• Coordinate NetSuite implementation with internal teams
• Record meeting minutes and ensure follow-up on action items
• Draft and manage internal and external executive communications
• Track expenses, invoices, reimbursements, and related documentation
• Maintain and organize company documentation, SOPs, policies, and operational records
• Assist with employee coordination and BambooHR management
• Manage office operations and administrative workflows
• Coordinate with vendors, external partners, consultants, and stakeholders
• Assist with operational projects and cross-functional initiatives across departments
• Support finance, operations, marketing, and executive reporting functions as needed
• Track open tasks, deadlines, and priorities across the leadership team
• Assist with planning and organizing company events, meetings, and team initiatives
• Help improve operational efficiency by identifying gaps, bottlenecks, and process improvements
• Provide general administrative support wherever required

Qualifications

• 3+ years of experience supporting senior executives or leadership teams
• Previous experience in an Executive Assistant, Operations Coordinator, Chief of Staff support, or similar high-level role
• Strong understanding of business operations and corporate professionalism
• Exceptional organizational and multitasking abilities
• Strong written and verbal English communication skills
• Ability to manage highly confidential information with discretion
• Excellent judgment and problem-solving skills
• Strong sense of urgency and ability to prioritize effectively under pressure
• Highly proactive with a strong bias toward action and ownership
• Advanced proficiency in Microsoft Office and Google Workspace
• Experience with project management and organizational tools such as Asana, ClickUp, or similar platforms
• Experience with ERP system (NetSuite) is considered an asset
• Strong analytical mindset with high attention to detail
• Ability to adapt quickly in a fast-changing environment
• Self-starter who requires minimal supervision and consistently follows through

What Success Looks Like In This Role

• You stay two steps ahead of the executive team
• You solve problems before they become problems
• You bring structure and organization to fast-moving situations
• You communicate clearly, professionally, and efficiently
• You increase executive productivity by removing friction and keeping priorities moving
• You operate with urgency, accountability, and ownership
• You become someone the executive team can rely on completely

What’s in it for you?

• Health & Wellness Benefits Plan
• 5 Weeks Paid Time Off
• No Dress Code
• Career Growth
• Flexible Work Hours
• Complimentary On-site Gym 
• Free Food, All Day Every Day - Catered Breakfasts, Nutritious Snacks & Juices
• Whether you drive in or “Ride the Rocket”, we’ll subsidize parking or fare
• Your Choice of Tech - Whether you're a Mac or PC, what works for you works for us
• Diverse and multicultural work environment
• Here you can grow at the speed of your learning curve

Compensation:

• Salary: $50,000 - $65,000
• Term: Full Time 
• Location: Hybrid model