Executive Assistant to the Executive Team

Job summary

Manage executive calendars, correspondence, meeting preparation, and follow-up, while documenting recurring processes. Run day-to-day office operations and coordinate vendors, contracts, RFP submissions, hiring, invoicing, accounts receivable, payroll administration, and finance documentation.

Job details

ABOUT ALPHABYTE Alphabyte Solutions is a Toronto-based data and AI consultancy. We a boutique firm growing quickly. We serve mid-market and enterprise clients across North America. We are a Microsoft Solutions Partner and a member of the Claude Partner Network. ABOUT THE ROLE This is a new role. You report to our executive team. You keep the executives focused on clients and delivery. You own their scheduling and correspondence, you run the office, and you use AI tools daily. WHAT YOU WILL DO Scheduling and communication - Manage calendars for the executive team. Book meetings with clients, advisors and counsel. - Manage executive correspondence and follow up until each item is closed. - Prepare a one-page brief before key meetings. - Document recurring processes into written playbooks. Office - Run the office day to day. You are the point person for anything the office needs. - Book and manage office cleaning and other local vendors in Vaughan. - Order office supplies and keep the office running. - Coordinate with our bank, insurers and service providers. Contracts, proposals and hiring - Track contracts through signature, legal review and renewal. - Assemble Request for Proposal (RFP) submissions. Monitor bid portals, run the compliance checklist, package documents and track deadlines. - Coordinate interviews, offers and onboarding as we grow the sales team. Finance support - Support invoicing and accounts receivable. - Gather documents for our accountants and tax advisors. - Support payroll administration and collect contractor paperwork. WHAT YOU BRING - You love organizing and you take ownership. When something is yours, it gets done without chasing. - Clear, professional writing. - Daily use of AI tools such as Claude for triage, drafting and research, and comfort setting up simple automations. - Sound judgment and discretion. You handle confidential information every day. - Required: a valid driver's licence and access to a car. You live in or near Vaughan. - Experience as an Executive Assistant (EA) to a founder, partner or senior executive is a strong asset. So is proposal or bid coordination, especially for public-sector clients. LOCATION AND HOURS Hybrid: 3 to 4 days a week in our Vaughan, Ontario office, the rest remote. Standard business hours. COMPENSATION C$75,000 to C$95,000 base salary, based on experience, plus benefits. HOW TO APPLY Apply here on LinkedIn. In your note, tell us about a time you managed competing requests from two senior people.

What you’ll do

Manage executive calendars, correspondence, meeting preparation, and follow-up, while documenting recurring processes. Run day-to-day office operations and coordinate vendors, contracts, RFP submissions, hiring, invoicing, accounts receivable, payroll administration, and finance documentation.

Requirements

The role requires strong organization, ownership, clear professional writing, sound judgment, discretion, and daily use of AI tools with comfort setting up simple automations. Candidates must have a valid driver's licence, access to a car, and live in or near Vaughan; executive assistant experience supporting a founder, partner, or senior executive is a strong asset.

Listed skills

• Accounts receivable · Preferred
• Vendor Coordination · Preferred
• invoicing · Preferred
• Onboarding · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Executive Calendar Management
• Professional Correspondence
• Meeting Preparation
• Process Documentation
• Office Management
• Vendor Coordination
• Contract Tracking
• RFP Coordination
• Interview Coordination
• Onboarding
• Invoicing
• Accounts Receivable
• Payroll Administration
• AI Tools
• Automation
• Confidentiality and Discretion

Job areas

• Administrative
• Management & Leadership
• Finance & Accounting
• Human Resources
• Legal