About the Role
Metaconex is seeking a highly organized, proactive, and professional Executive Assistant & Project Coordinator to support the President & CEO in a fast-paced technology and operations environment. This is a trusted support role for someone who can manage priorities, coordinate people and information, keep important work moving, and handle confidential matters with judgement and discretion.
The successful candidate will combine strong executive support skills with practical business operations experience. They will help manage calendars, communications, documentation, recruitment coordination, onboarding administration, contract administration, vendor communication, and follow-up on operational priorities.
Key Responsibilities Executive Support:
- Manage calendars, meetings, appointments, travel arrangements, and executive priorities.
- Prepare agendas, meeting notes, briefing materials, reports, presentations, and professional correspondence.
- Prioritize incoming communications and draft responses or follow-ups where appropriate.
- Track commitments, decisions, and action items to ensure important work is completed.
Operations & Project Coordination:
- Coordinate activities between employees, contractors, clients, vendors, and internal stakeholders.
- Maintain organized company records, project notes, business documentation, and administrative files.
- Track operational priorities, open items, deadlines, and assigned follow-ups.
- Support invoicing, travel coordination, vendor communication, and general business administration.
HR & Recruitment Administration:
- Coordinate candidate communications, interview scheduling, reference checks, and applicant documentation.
- Assist with onboarding and off-boarding administration.
- Support employment agreements, contract extensions, personnel documentation, and confidential HR records.
- Help maintain clean, accurate records for recruitment, onboarding, benefits, payroll coordination, and employee lifecycle activities.
Qualifications:
- 3+ years of experience as an Executive Assistant, Project Coordinator, Office Manager, HR Administrator, or similar role.
- Excellent written and verbal communication skills.
- Strong organization, prioritization, and follow-through.
- Comfortable handling confidential information with discretion and professionalism.
- Strong document preparation, calendar management, note-taking, and follow-up skills.
- Experience with recruitment, onboarding, HR administration, or project coordination is considered an asset.
- Experience in technology, consulting, telecommunications, construction, data centre, or professional services environments is considered an asset.
Personal Attributes:
- Proactive and able to anticipate needs before they become urgent.
- Highly organized, detail-oriented, and reliable.
- Professional, polished, and calm under pressure.
- Comfortable working independently while keeping leadership informed.
- Practical problem-solver who can turn ambiguous requests into clear next steps.
- Trustworthy, discreet, and comfortable supporting sensitive business matters.
Why Join Metaconex?
- Meaningful impact: Work directly with company leadership and help shape how the business operates day to day.
- Variety and ownership: Support executive priorities, HR administration, recruiting, onboarding, contracts, documentation, and project coordination.
- Growing technology environment: Join an IT and telecommunications company serving clients across multiple sectors and regions.
- Practical influence: Your organization, judgement, and follow-through will directly improve how teams, contractors, vendors, and clients experience Metaconex.
- Flexible, modern work style: Support a remote-friendly organization with collaborative tools, clear documentation, and a practical focus on outcomes.
What We Offer:
- Compensation of $60,000 - $70,000 + per year, based on experience and qualifications.
- Flexible work arrangements aligned to business needs.
- Direct exposure to executive decision-making and operational priorities.
- Opportunity to build structure, improve processes, and make a visible contribution to a growing company.
Ideal fit: A mature, self-directed executive support professional who can bring order, follow-through, and practical judgement to a busy leadership environment.
Pay: $60,000.00-$70,000.00 per year
Benefits:
- Flexible schedule
- Work from home
Experience:
- administrative: 3 years (required)
Work Location: In person
