Executive Assistant

About You

• Highly adaptable, agile, and poised in the face of change and ambiguity
• Calm, action-oriented, and solutions-focused, with excellent emotional intelligence
• Trusted to maintain discretion and confidentiality at all times, especially with sensitive information
• Curious, growth-minded, and committed to continuous improvement
• A leader who works seamlessly with leaders, representing them with maturity, professionalism, and confidence
• A master multi-tasker who thrives under pressure, manages competing priorities, and adapts quickly to evolving needs
• Comfortable acting as a gatekeeper, protecting executive time, energy, and focus
• Confident making judgment calls and decisions independently without needing constant direction
• Comfortable navigating complex personalities, high-stakes conversations, and moments of tension with professionalism
• Realistic and flexible about the nature of executive support, including occasional work outside of standard business hours to ensure things run smoothly
• Ambiguity does not give you anxiety, it motivates you.

Executive & Administrative Support

• Provide high-level administrative support to the CEO and Chief Commercial Officer
• Manage extremely active, complex, and fluid calendars with a focus on priority, impact, and preparedness
• Proactively prioritize emails, meeting requests, and incoming communications
• Exercise independent judgment to accept, decline, or reschedule meetings in alignment with executive priorities
• Prepare correspondence, briefing notes, agendas, and presentations for executive meetings
• Arrange complex travel, itineraries, and logistics (primarily local to Toronto, with some travel)
• Complete expense reports accurately and efficiently

Calendar & Time Management

• Own end-to-end calendar strategy, not just scheduling, but ensuring optimal use of executive time
• Act as a strategic gatekeeper, protecting executives from unnecessary meetings and distractions
• Ensure executives are consistently prepared, briefed, and set up for success

Project & Event Management

• Lead or support a wide range of projects, from straightforward to highly complex
• Partner with speaking agents and external partners to manage speaking engagements, contracts, billing, and expenses
• Plan and execute special events including budgeting, vendor coordination, catering, entertainment, and on-site support
• Lead and coordinate major company initiatives including Town Halls, Weekly Kick-Offs, Off-sites, and Board Meetings
• Partner closely with People, Finance, and Leadership teams to execute seamlessly

Liaison & Stakeholder Management

• Serve as a primary point of contact between executives and internal leaders, employees, board members, and external partners
• Navigate complex stakeholder relationships while ensuring executives’ time and attention are used effectively

Systems & Process Improvement

• Leverage tools such as Google Workspace, Slack, project management platforms, and emerging productivity tools to improve efficiency
• Continuously look for ways to streamline systems, anticipate challenges, and prevent issues before they arise

Presentation Design & Executive Content Support

• Design and build visually led, executive-level presentations that clearly tell a story and elevate key messages
• Partner closely with executives to translate ideas, strategy, and data into polished, on-brand decks for internal and external audiences
• Apply strong design sensibility, layout, and visual hierarchy to presentations, ensuring clarity, consistency, and impact
• Maintain and evolve presentation templates to support speed, consistency, and quality

Executive Social Media Support (Bonus!)

• Support light social media content creation on behalf of executives, including drafting posts, coordinating visuals, and managing posting logistics
• Demonstrate a solid understanding of social platforms (e.g., LinkedIn, Instagram) and best practices for executive presence
• Exercise strong judgment, discretion, and brand alignment when supporting executive-facing content

What Success Looks Like in This Role

• Executives feel consistently prepared, calm, and ahead of schedule
• Calendars reflect true business priorities, not just availability
• Issues are identified and resolved before they escalate
• Meetings and events are purposeful, well-orchestrated, and high-impact
• You are viewed internally as a trusted extension of the executive team

Qualifications

• 5+ years of experience supporting senior executives in a high-growth or fast-paced environment
• Proven ability to operate autonomously with sound judgment and discretion
• Exceptional proficiency in Google Workspace, Excel/Sheets, and PowerPoint/Slides (you will regularly build slide decks)
• Strong project management and organizational skills with meticulous attention to detail
• Outstanding written and verbal communication skillsAbility to perform under tight deadlines without compromising quality
• Willingness to travel based on business needs (primarily local to Toronto)

Salary

• Base salary starting at $90,000 and up