Job Title: Executive Administrative Assistant
Location: Toronto GTA, Canada
Work Model: Remote (with occasional in-office presence approx. once per month)
Role Type: Full-time | Exclusive Opportunity
Position Overview
We are seeking a highly poised, strategic, and proactive Executive Administrative Assistant to provide high-level administrative, organizational, and operational support to two senior leaders - one aligned to Pacific Standard Time (PST) and the other to Eastern Standard Time (EST).
This is a high-visibility, remote-first role designed for an executive partner who excels at managing competing priorities across multiple time zones, navigating dynamic calendars, and serving as a trusted extension of senior leadership. The ideal candidate will combine exceptional communication skills and razor-sharp attention to detail with the discretion required to handle sensitive enterprise information.
Key Responsibilities
- Multi-Executive Support: Deliver comprehensive administrative and operational partnership to two senior leaders, seamlessly balancing time-zone demands across PST and EST.
- Complex Calendar & Schedule Management: Proactively manage fluid, high-volume calendars, resolving scheduling conflicts across multiple regions and anticipating downstream impacts.
- Meeting & Event Logistics: Coordinate internal and executive engagements; oversee agendas, preparation decks, pre-read materials, room/virtual setups, and action-item tracking for prompt follow-through.
- Travel & Expense Management: Build comprehensive domestic and international travel itineraries, manage accommodations, clear logistics, and execute accurate expense reporting.
- Strategic Communication & Gatekeeping: Monitor and prioritize incoming communications, flag critical issues requiring immediate executive attention, and handle senior-level inquiries with tact and diplomacy.
- Document & Deck Preparation: Draft, compile, and format high-level executive presentations, status reports, briefing notes, and confidential documents using Microsoft 365.
- Stakeholder & Project Coordination: Act as a central, polished point of contact connecting executives with cross-functional teams, external partners, and enterprise leaders.
- Confidentiality & Discretion: Manage highly sensitive business decisions, personnel information, and organizational strategies with flawless discretion.
Required Qualifications
- 7+ years of progressive Executive Assistant experience supporting C-suite executives, Vice Presidents, or senior enterprise leaders.
- Proven track record of managing complex, high-volume schedules for multiple executives simultaneously across different time zones (PST and EST focus).
- Advanced mastery of Microsoft 365 (Outlook, Teams, PowerPoint, Excel, Word, and SharePoint).
- Exceptional verbal and written communication skills, with a polished, executive-ready presentation.
- Demonstrated ability to operate independently in a remote setting while staying highly connected to business needs.
- Superior organizational agility, sound judgment, and acute attention to detail.
- Location requirement: Based in the Toronto GTA with flexibility to attend in-person meetings/office events approximately once per month.
Preferred Qualifications
- Experience working within a large corporate, enterprise, or high-growth technology environment.
- Deep background handling confidential business operations and strategic executive correspondence.
- Experience in project management and action-tracking methodologies.
