Executive Assistant

Job summary

Manage executive priorities, communications, complex calendars, meetings, travel, and global logistics with discretion. Prepare executive materials and reports, support events and team operations, and handle expenses, invoices, and confidential information.

Job details

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

What you’ll do

Manage executive priorities, communications, complex calendars, meetings, travel, and global logistics with discretion. Prepare executive materials and reports, support events and team operations, and handle expenses, invoices, and confidential information.

Requirements

Requires at least five years of executive-level support experience in a global professional or financial services environment, along with advanced Microsoft Office skills and experience preparing executive presentations. Candidates should demonstrate sound judgment, discretion, strong organization and communication, independent decision-making, and the ability to manage competing priorities; a bachelor’s degree or equivalent relevant experience is required.

Listed skills

• written communication · Preferred
• Microsoft Excel · Preferred
• Prioritization · Preferred
• Microsoft Word · Preferred
• Microsoft Outlook · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Executive Calendar Management
• Stakeholder Coordination
• Meeting Planning
• Travel Coordination
• Presentation Preparation
• Microsoft Outlook
• Microsoft Word
• Microsoft Excel
• Microsoft PowerPoint
• Concur
• Expense Reporting
• Confidentiality
• Written Communication
• Verbal Communication
• Prioritization
• Event Coordination

Job areas

• Administrative
• Management & Leadership
• Finance & Accounting