Executive Assistant

Job Overview

As an Executive Assistant, you will provide comprehensive support to 3+ executives, including one C-suite leader. You will be a key point of contact for your executives, managing complex priorities, coordinating across internal and external stakeholders, and ensuring meetings, travel, communications and commitments move forward smoothly.

Responsibilities

Executive Partnership and Prioritization

• Anticipate the needs of your executives, proactively identifying conflicts, risks and gaps and taking action to resolve them before they become blockers.
• Understand your executives’ goals and priorities and use that context to help direct their time, attention and commitments.
• Act as a trusted point of contact between your executives and internal and external stakeholders, ensuring requests and information move efficiently.
• Handle sensitive and confidential information with excellent judgment, discretion and professionalism.
• Independently resolve scheduling, travel, meeting and administrative issues, escalating thoughtfully when required.

Calendar and Meeting Management

• Own complex, frequently changing executive calendars, using sound judgment to prioritize competing demands, protect focus time and ensure calendars reflect the highest priorities.
• Coordinate internal and external meetings across multiple geographies and time zones, adapting quickly as priorities and attendees change.
• Ensure executives are prepared for meetings by gathering relevant context, agendas, pre-reads and materials in advance.
• Manage divisional Town Halls and support Senior Leadership Team meetings, including scheduling, logistics, agendas, materials and follow-up.
• Capture decisions, commitments and action items when required, and proactively follow up with stakeholders to support completion.

Travel, Expenses and Financial Administration

• Coordinate end-to-end travel arrangements and detailed itineraries, anticipating logistics, preferences, time zones and potential disruptions.
• Prepare and submit accurate monthly expenses for your executives, following company policies and deadlines.
• Coordinate monthly office lunches within an annual budget.
• Manage and reconcile the corporate credit card on behalf of the company.

Communication and Coordination

• Draft, review and coordinate correspondence on behalf of your executives, adapting tone and level of detail to the audience.
• Build positive, trusted relationships across the organization and with external partners, administrative professionals and vendors.
• Conduct research, synthesize information and prepare documents or presentation materials using established templates.

Team and Operational Support

• Partner with other Executive Assistants and administrative team members to provide coverage, share context and improve ways of working.
• Support team events, onboarding and other employee experiences.
• Provide additional administrative support as needed, which may include event planning, new team member onboarding, and partnering with Workplace on office or facilities needs.
• Identify opportunities to improve administrative processes and use technology, including AI, to make workflows simpler and more effective.

Requirements

• 3+ years of experience providing high-level administrative or executive support to senior leaders in a fast-paced environment.
• Exceptional calendar management, organization and prioritization skills, with the ability to manage multiple moving pieces and competing priorities.
• Strong judgment and problem-solving skills, with a track record of taking initiative, anticipating needs and following through.
• Comfort operating in ambiguity, adapting to changing priorities and making progress without always having complete information.
• Experience coordinating complex travel, expenses, meetings and events.
• Proficiency with Google Workspace and Slack, with the ability to quickly learn new systems and use technology to improve how work gets done.
• A collaborative, service-oriented approach and a willingness to support the broader administrative team when needed.

Benefits

Our Total Rewards philosophy is to ensure that you are rewarded for impact, take part in accelerated career growth, thrive with highly flexible benefits, and are empowered to do your best work in a remote-first environment. In alignment with our overall Total Rewards Philosophy, we believe compensation should be fair, clear, consistent, and aligned to growth.

Compensation

Canada Base Hiring Range: $74,000-$79,000 CAD