Xico Enterprises Inc

Executive Administrative Assistant to the CEO

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: TYPE OF WORK

Full Time

: SALARY

$6/hour to $8/hour CAD

: HOURS PER WEEK

40

: DATE UPDATED

Mar 21, 2026

JOB OVERVIEW

About Us

Xico Enterprises Inc. is a growing company based in Victoria, British Columbia. We specialize in commercial and residential painting and work with contractors, developers, and homeowners across Vancouver Island.

The CEO manages two businesses, including Xico Enterprises Inc. and another service company, requiring strong organizational and operational support.

Our culture is built around professionalism, respect, ownership, discipline, and long-term growth. We are not looking for short-term freelancers. We are building a strong and reliable team that grows together.

We are looking for an Executive Administrative Assistant who will help the CEO stay organized, manage operations, and improve systems that keep the company running efficiently.

Position Overview

You will work directly with the CEO, supporting both business operations and selective personal administrative tasks. Your role is to help maintain organization across projects, manage communication, support customer service, and build systems that improve efficiency.

This role requires someone who is highly organized, proactive, disciplined, and comfortable working independently.

The ideal candidate enjoys creating structure, solving problems, and helping a business grow.

This is a long-term position with growth opportunities.

Work Schedule

Overnight schedule aligned with Pacific Standard Time in Canada.

Typical shift range

11:00 PM to 7:00 AM Philippines time. Exact hours may vary slightly depending on the season and daylight savings.

Candidates must be comfortable working overnight on a long-term basis and should have prior experience supporting teams or clients across different time zones.

Main Responsibilities

Executive and Administrative Support

• Manage and organize company email inboxes, prioritize incoming communications, and respond to clients or internal messages when appropriate.
• Schedule meetings, calls, and appointments
• Prepare documents and organize files
• Track tasks, deadlines, and projects
• Maintain organized records and documentation
• Follow and improve administrative SOPs
• Help implement new systems that improve efficiency
• Assist with research, reports, and operational tasks
• Anticipate needs and prepare information, documents, or updates before meetings and important conversations

Business Operations Support

• Assist with daily operations for two businesses
• Help organize project information and schedules
• Track client communications and follow-ups
• Help maintain organized digital systems for files and projects
• Assist with coordination between tea ---------- mbers
• Help maintain organization across both companies by tracking priorities, communications, and operational tasks

Customer Service and Communication

• Answer and manage incoming calls
• Respond to customer inquiries
• Help maintain professional communication with clients
• Organize and track customer service requests
• Follow up with customers when needed

Personal Administrative Support

• Assist the CEO with personal scheduling when required
• Help organize travel, appointments, and personal tasks when needed
• Maintain organized reminder systems for meetings, deadlines, follow-ups, and important commitments
• Proactively monitor tasks, deadlines, and commitments to ensure the CEO stays on schedule and nothing is missed
• Prepare daily or weekly priority summaries for the CEO to help organize upcoming meetings, tasks, and important decisions
• Maintain confidentiality and professionalism

System Building and Process Improvement

• Create or improve systems for the organization
• Develop workflows that improve efficiency
• Help maintain structure across administrative processes
• Identify opportunities to improve organization and communication

Required Skills

* Excellent written and spoken English
* Strong organizational skills
* Ability to manage multiple priorities
* Fast response and decision making
* Strong attention to detail
* Ability to work independently
* Professional communication skills
* Reliable power, internet and computer
* Comfortable working overnight long-term

Preferred but not required

Experience supporting executives or business owners
Experience with project management tools such as:

* Google Workspace
* Asana
* Spreadsheets/Excel
* Canva
* Microsoft

Customer service experience

• Experience managing email and scheduling systems

• Basic understanding of construction or service businesses is a plus, but not required.

What We Value

- Ownership and accountability
- Discipline and reliability
- Professional communication
- Respect and teamwork
- Problem-solving mindset
- Long-term commitment
- Initiative and system thinking

Growth Opportunity

This role offers long-term growth within the Office of the CEO, with the opportunity to evolve into a CEO Office Manager or Executive Support Lead position, helping coordinate executive priorities, manage key initiatives, and build the internal systems that support multiple businesses as the company expands.

We prefer candidates who want to build a long-term career and grow with the company.

Salary

Competitive salary based on experience.

Salary increases will be considered based on performance, responsibility, and contribution to the company.

*Application Instructions*

To apply, please answer the following questions in your application.

Tell us about your experience supporting executives or business owners.

Why are you interested in working with a Canadian company long-term?

What do you know about Xico Enterprises Inc.?

Have you worked overnight supporting a different time zone?

Describe a system or process you created that improved organization in your previous role.

Why did you leave your last job?

What tools do you use to organize work and manage tasks?

How do you stay disciplined and productive when working remotely overnight?

Where do you see yourself professionally in three years?

To confirm that you carefully read this job description, please start your application with the words XICO ORGANIZED.

Applications that do not follow these instructions will not be reviewed.

SKILL REQUIREMENT

Administrative Management Customer Support Management Organization

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Xico Enterprises Inc

Executive Administrative Assistant to the CEO

Please login or register as jobseeker to apply for this job.

TYPE OF WORK

SALARY

HOURS PER WEEK

DATE UPDATED

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