Exectutive & Personal Assistant

Location
360 Hanlan Rd, Woodbridge, ON L4L 3P6
 
Full job description
Department:Administration
Reporting to:CEO
Location:Roma HQ - Woodbridge, Ontario
This Role Isn’t for Everyone
It’s for the few who thrive in the blur. Who move at speed, think three steps ahead, and find clarity in chaos. You’re the one who keeps things moving when the pressure’s high and the stakes are higher. If you want predictable, routine, and highly structured — keep scrolling.

But if you want to be the right hand to a bold, purpose-driven CEO and have a direct hand in building something remarkable — this is it.


About Roma Moulding
Roma Moulding is a design-driven, innovation-led company transforming the global art and framing industry. We combine high-end aesthetics with powerful production capabilities to serve clients across interior design, hospitality, retail, and eCommerce — from boutique studios to mass-market leaders.


We don’t just make picture frames. We deliver high-performance art and design solutions at scale, backed by advanced logistics, global reach, and a relentless commitment to quality and speed. Our business spans B2B and B2C channels, with a growing footprint in 3PL and fulfillment.


At the core of why we win is our people. We hire for culture and merit — and in doing so, we build teams that are fiercely committed, highly capable, and deeply aligned. We move fast. We think differently. We lead with heart and execute with discipline.


Under the visionary leadership of CEO Tony Gareri, Roma is a place for servant leaders, builders, and independent thinkers. This is where art meets entrepreneurship, and where the right people come to do the best work of their lives.


Our ultimate goal? To Move, Inspire & WOW!!! — in everything we make, deliver, and stand for.


About the Role
This is not a support role. It’s a strategic, high-trust partnership with the CEO. You’ll be the air traffic controller for his time, energy, and focus — managing business and personal priorities with precision and care.


No two days will look the same. You might be coordinating a media appearance in the morning and solving a personal scheduling crisis by afternoon. You’ll prep for major meetings, field unexpected fires, and know what the CEO needs before he does.


To succeed here, you need to move fast, stay sharp, and lead with ownership. You’ll work on-site, every day, embedded in the rhythm of the business. We don’t micromanage — we expect you to take the ball and run.


We’re building a team that leads with excellence and with heart — people who care deeply, serve humbly, and show up fully for the mission and for each other.


What You’ll Own
The CEO’s calendar and energy — control the flow, shield his time, and make space for what matters
Communication flow — triage email, calls, messages; respond, escalate, or shut it down
Complex logistics — travel, events, appointments, accommodations, with zero loose ends
Personal operations — from family scheduling to online orders to coordinating household needs
Brand & public presence — manage speaking gigs, appearances, coaching sessions, and more
Meetings & prep — create decks, write briefings, set agendas, and track outcomes
Execution support — jump in where needed, from internal projects to surprise initiatives
Cultural leadership — coordinate offsites, team moments, and leadership visibility
Total discretion — protect the sensitive, handle the private, and manage everything with integrity

What Success Looks Like (First 6 Months)
The CEO’s time is laser-focused on the right things — because you’re running the rest
Communications are crisp, filtered, and stress-free — no chaos, no clutter
Travel and logistics are dialed — things just work
You’ve built trusted relationships with the leadership team and anticipate their needs
You’ve created calm in the chaos and become a go-to person across the company

Who You Are
You get sh*t done — fast, right, and without needing your hand held
You don’t just organize — you optimize
You think ahead, see patterns, and solve problems before they exist
You handle sensitive information like a vault
You bring energy, urgency, and maturity
You believe in working hard and playing hard — and don’t apologize for it
You lead with heart. You care about people, not just tasks. You’re grounded, thoughtful, and show up with character
You live near Vaughan and can be on-site every day, no exceptions
You care more about results than resumes — just like we do

Bonus Points If You...
Have supported a CEO, founder, or public-facing executive
Have experience in high-growth or creative companies
Have managed both business and personal operations simultaneously
Have logistics, events, fulfillment, or brand coordination experience

Final Word
This job will either inspire you or irritate you — and that’s the point. We’re building something bold, and that takes a bold kind of person.


If you’ve read this far and you’re still fired up, curious, or nodding along — we want to hear from you.


If you’re feeling overwhelmed or ready to click away — that’s your sign this isn’t for you. And honestly? We thank you for taking the time to find that out.


We’re not for everyone. But if you are one of the few — you’ll know it.

The above statements are intended to describe the general nature and level of work being performed by people assigned to this position. They are not intended to be an exhaustive list of all responsibilities, duties and skills required of associates so classified. The Company is committed to providing equal opportunity in all employment practices without regard to age, race, color, national origin, sex, ****** orientation, religion, physical or mental disability, or any other category protected by law. As part of this commitment, the Company shall provide reasonable accommodations of known disabilities to enable an applicant or employee to apply for employment, perform the essential functions of the job, or enjoy the benefits and privileges of employment as required by the law.

 

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