Executive Assistant

The successful candidate will be highly proactive and detail-oriented, with the ability to manage complex priorities and anticipate executive needs. This position requires strong executive presence, sound judgment, and the confidence to work independently with minimal direction, while consistently upholding the highest standards of professionalism and confidentiality.

Executive & Stakeholder Support

• Act as a trusted partner, exercising sound judgment in managing executive priorities, communications, and workflow
• Manage complex, high-volume calendars across multiple time zones, coordinating with senior stakeholders and executive assistants globally
• Coordinate senior-level internal and external meetings, including Board, client, and investor meetings
• Prepare agendas, briefing materials, and meeting documentation
• Liaise with Reception, facilities, IT, and internal stakeholders to ensure seamless execution
• Manage executive correspondence, email organization, and document preparation with discretion and accuracy

Travel & Global Logistics

• Arrange and manage complex domestic and international travel itineraries
• Maintain executive travel profiles and ensure documentation is current and compliant
• Prepare visa documentation and support travel-related requirements
• Support senior visitors from global offices and external organizations

Executive Materials & Reporting

• Create, edit, and format executive-level PowerPoint presentations, including complex charts and visuals
• Prepare and maintain Word documents and Excel reports with a high level of accuracy and consistency
• Proofread and quality-check materials to ensure alignment with our executive and brand standards

Events, Team & Operational Support

• Support corporate, client, and investor events, including scheduling, material preparation, and onsite coordination
• Assist with onboarding of senior hires and new team members
• Coordinate executive and team offsites, internal meetings, and select social events
• Provide senior-level administrative coverage to other Executive Assistants during absences or peak periods
• Manage executive expense reporting using Concur and process invoices in compliance with company policy
• Handle confidential correspondence and sensitive information with discretion
• Manage competing priorities to meet deadlines and support business-critical activities

Qualifications & Requirements:

• 5+ years’ experience providing executive-level support in a global professional or financial services environment
• Proven ability to handle highly confidential and sensitive information with discretion and integrity
• Advanced proficiency in Microsoft Outlook, Word, Excel, and PowerPoint
• Strong experience preparing executive-level presentations and materials
• Working knowledge of Concur or similar expense management systems
• Exceptional organizational skills with a proactive, solutions-oriented approach
• Strong executive presence with excellent written and verbal communication skills
• Resourceful, decisive, and comfortable working independently
• Demonstrated ability to manage multiple priorities under pressure while maintaining accuracy
• Collaborative team player with strong interpersonal skills and sound judgment
• Bachelor’s degree or equivalent relevant experience
• Flexibility to work extended hours as required

Salary Range: $90,000 - $110,000 CAD