Executive Assistant

Executive Assistant to Co-Head & Partner, investment services client, downtown Toronto.

Marberg Job Number: 2918.

Job Type: Temporary.

Initial Term: ASAP for approximately two months, with possible extension or direct hire.

Existing Vacancy: Yes.

Target Compensation: From $40 per hour to $55 per hour according to experience.

Regular Work Hours: 8 am to 5 pm, not including 1 hour unpaid lunch break, Monday to Friday (40 work hours per week). Additional paid hours and shift flexibility occasionally required according to client business need.

Work Location: Hybrid - standard combination of 3 days onsite and 2 remote, with ability to work 100% onsite according to client business need. Onsite work requirements may change according to client business requirements.

Onsite Dress Code: Corporate or Business casual according to client requirements.

Position Supports: Co-Head & Partner.

Responsibilities Summary:

Provide comprehensive, high level administrative and operational support to a senior executive, navigating complex priorities across different time zones, leveraging technology to streamline workflows, anticipating immediate and upcoming business needs and exercising sound judgement in a dynamic, demanding environment.

• Work closely with Chief of Staff to anticipate emerging priorities, coordinate activities, and support strategic initiatives.
• Coordinate meetings across multiple time zones, ensuring executives are fully prepared with appropriate briefing materials, documentation, and follow-up.
• Manage complex domestic and international travel arrangements, including detailed itineraries, last-minute changes, and logistical coordination. Work with travel agent to book flights and resolve scheduling conflicts.
• Leverage advanced Microsoft 365 applications, digital collaboration platforms, and other technologies to improve productivity and streamline executive workflows.
• Build and maintain automated workflows (n8n, Google Apps Script) across Gmail, Google Calendar, Affinity, DealCloud, and Google Sheets.
• Develop AI-assisted workflows for recurring tasks including meeting prep briefs, calendar classification, onboarding emails, and expense processing.
• Prepare and manage executive communications, presentations, reports, correspondence, and confidential documentation, in coordination with legal department.
• Prepare weekly summaries of upcoming meetings and briefing notes.
• Coordinate special events and projects, monitor deliverables, and ensure important deadlines and commitments are met.
• Build effective working relationships with internal stakeholders, international colleagues, and external business contacts.
• Manage expenses, invoices, records, and related administrative processes with accuracy and discretion. Upload materials to Google Drive folders.
• Exercise initiative and excellent judgement to proactively identify, address and resolve any emergent issues.
• Identify opportunities to introduce more efficient systems, processes, and administrative practices.
• Additional administrative, coordinative and operational support responsibilities as required.

Qualifications:

Education: Post Secondary Degree or Diploma in Business Administration or related discipline, or equivalent combination of work experience and education.

Preferred Work Experience: At least 3+ years of advanced executive assistant experience supporting a C-suite or partner-level principal.

Preferred Sector Experience: Experience from venture capital, private equity, or similar entreprenerial / start up financial services environment preferred.

Technical and Language Skills Requirements: High level of technical capability, with experience and proficiency operating in a technically savvy, forward thinking environment:

• Advanced proficiency with Google Workspace, including Calendar, Gmail, Drive, Sheets, Docs (may be tested).
• Advanced proficiency with Microsoft 365 applications (may be tested).
• Proficiency with AI tools (Claude, ChatGPT or equivalent applied to real operational workflows.
• Experience building or maintaining workflow automations such as n8n, Zapier, Make, Google Apps Script, or similar.
• Experience with CRM platforms such as Affinity, DealCloud, Salesforce, or equivalent.
• Proficiency with Concur.
• Expert Level English written and reading comprehension skills including advanced level business writing skills, and excellent spelling, grammar, proofreading and syntax (will be tested). Ability to draft clear, professional correspondence from minimal context.
• Expert Level English conversational skills and polished, professional telephone manners.

Task -Based Qualifications and Additional Attributes:

• Proactive and ownership-oriented, with ability to quickly respond to feedback and emergent priorities. Thrives in a fast paced business culture with multiple concurrent workstreams.
• Demonstrated record of professional conduct and character. Excellent judgement and professional discretion. Responsible, reliable and works to deadlines.
• Advanced organizational, coordinative and time management skills, with the ability to prioritize tasks effectively for self and others and work well under pressure.
• Demonstrated experience managing complex, multi-time zone calendars and international travel logistics.
• Proven ability to respond to sensitive and confidential matters with tact, discretion, and excellent judgement in the interpretation and application of instructions and corporate policy.
• Strong relationship management skills including client and vendor relations management, business networking, negotiation, change management and advisory skils.
• Demonstrated ability to work well both independently and collaboratively and liaise effectively with a wide and diverse range of internal and external professional contacts.

Additional Requirements:

• Must be legally entitled to work in Canada, providing satisfactory documentation upon request.
• Ability to work both remotely and onsite, abiding by organization health and safety policies.
• Ability to promptly provide 3 recent, qualified employment references upon request who are available to speak with either Marberg or Marberg's client.
• Ability to declare personal Non-Conflict of Interest in execution of assignment responsibilities.
• Provision of certification of AODA and OHSA online training course completion prior to assignment start.
• Satisfactory Background Checks, including Criminal Background, Credit and Social Media Checks, Technical Skills Evaluations, Interpersonal Skills Assessment, and Employment References as required.

Application Notes:

We are screening and shortlisting Candidates immediately and qualified applications may be contacted same day as date of application.

We thank all applicants for their interest but wish to advise that only those selected for an interview will be contacted.

Please note that Marberg Staffing updates job posts regularly, and external job boards may not reflect these changes in a timely fashion. Please refer to https://marberg.com/career-portal/#/jobs for the most current information including salary range.

Please note that for this position, Marberg Staffing only accepts applications through Indeed.ca, LinkedIn and marberg.com.

Candidates are only contacted via official phone call, email, or Linkedin message from Marberg Staffing. Please disregard any initial contact through other mediums such as text message.

No AI tools are used to screen, assess or select employment applications. All candidate selection processes are performed by qualified recruiters.

Marberg is committed to supporting workplace diversity and inclusivity, to reflect the demographic profile of all Ontarians. Applications are encouraged from equity seeking groups including people of colour, Indigenous people, individuals with disabilities, and people from the LGBTQ2S community.