Executive Assistant

About Clearoute

Clearoute Inc. is a professional services company that helps businesses grow through various offerings, including branding, marketing, web development, and consulting. We have been in the industry for over 25 years, establishing ourselves as a trusted growth partner. We pride ourselves on innovative solutions, effective communication, and rigorous planning to ensure our client's requirements are met in a timely and effective manner.

We believe a great business starts with its people. We prioritize our employees' growth and learning, providing them significant exposure to a wide range of industries and allowing them flexibility within their role to focus on what they are passionate about and can be the most successful in.

About the Role

We’re looking for a highly organized, proactive, and discreet Executive Assistant to provide high-level support to executive leadership at Clearoute. This role is ideal for someone who thrives in a fast-paced, international environment and can confidently manage priorities, communications, schedules, and follow-ups on behalf of senior leadership.

The Executive Assistant will play a key role in ensuring the executive team operates efficiently by managing calendars, coordinating meetings across time zones, preparing materials, tracking deliverables, and supporting day-to-day executive operations. This position requires strong judgment, excellent communication skills, attention to detail, and the ability to handle confidential information with professionalism.

Key Responsibilities

• Manage executive calendars, meeting schedules, and daily priorities across multiple time zones, including Canada and Pakistan.
• Coordinate internal and external meetings, including agenda preparation, calendar invites, meeting links, notes, and follow-up items.
• Prepare, organize, and format documents, reports, presentations, briefs, and correspondence for executive review and meetings.
• Track action items, deadlines, deliverables, and follow-ups to ensure priorities are completed on time.
• Act as a communication liaison between executives, internal teams, clients, partners, and external stakeholders.
• Draft, proofread, and manage professional emails, internal communications, and executive-level correspondence.
• Maintain confidential documents, digital records, shared drives, contracts, and sensitive company information.
• Conduct research, compile information, and prepare summaries or business briefs to support executive decision-making.
• Support travel planning, itinerary preparation, expense reporting, and logistical coordination when required.
• Help manage executive workflows by identifying opportunities to improve organization, communication, and efficiency.
• Assist with special projects, operational initiatives, and cross-functional coordination as assigned.
• Exercise sound judgment, discretion, and professionalism when handling confidential or time-sensitive matters.

Qualifications

• Bachelor’s degree in Business Administration, Management, Communications, or a related field.
• 3–6 years of experience in executive support, administrative coordination, office management, or a similar role.
• Prior experience supporting C-level executives, founders, senior leadership, or international teams is strongly preferred.
• Excellent written and spoken English, with strong professional communication skills.
• Exceptional organizational, multitasking, and time-management abilities.
• Strong attention to detail and ability to follow through on tasks without constant supervision.
• Proficiency in Google Workspace and Microsoft Office Suite, including Docs, Sheets, Slides, Excel, Outlook, and PowerPoint.
• Comfortable working across multiple time zones, especially Canada and Pakistan.
• Ability to manage competing priorities, anticipate needs, and remain calm under pressure.
• High level of professionalism, discretion, and confidentiality.
• Resourceful, proactive, and able to work independently in a fast-moving environment.

Preferred Skills

• Experience supporting executives in a remote, hybrid, or international business environment.
• Familiarity with tools such as Slack, Asana, Zoom, Google Meet, Notion, Trello, or other project management platforms.
• Strong note-taking, meeting documentation, and follow-up management skills.
• Ability to prepare executive summaries, reports, and presentation materials.
• Strong problem-solving skills and a solutions-oriented mindset.
• Experience coordinating with clients, vendors, partners, or senior stakeholders.

Why Join Clearoute

• Work closely with executive leadership in a trusted, high-impact role.
• Be part of a global team focused on innovation, operational excellence, and business growth.
• Gain exposure to executive-level decision-making, international communication, and strategic operations.
• Contribute directly to improving leadership efficiency and company-wide coordination.