Executive Assistant

Role overview

Responsibilities

• Provide primary administrative support to the Head and secondary support to direct and indirect reports.
• Coordinate internal and external meetings across time zones, virtually and in person; prepare agendas, materials, and supporting documents.
• Organize team meetings, monitor deadlines, compile reports, and communicate with participants.
• Arrange domestic and international travel, prepare itineraries, take and transcribe minutes, and organize team events and catering.
• Handle competing deadlines, last-minute requests, basic research, special projects, and administrative tasks.
• Maintain distribution lists and filing and archiving systems.
• Prepare charts and presentations from analyst spreadsheets; respond to and track chart and article requests; assist with speeches and articles.
• Support onboarding and maintain team organization charts, vacation calendars, and absence records; complete expense reports and reconcile Visa statements.
• Maintain strict confidentiality of sensitive business and financial information.

Required qualifications

• 3–5 years of office experience.
• Excellent knowledge of Microsoft Word, Outlook, PowerPoint, and Excel.
• Excellent interpersonal, communication, and writing skills; good problem-solving ability.
• Adaptable, independent, organized, professional, and discreet; able to work with minimal supervision and shifting priorities.

Additional assets

• Prior executive assistant experience, financial or investment industry knowledge, and project management experience are assets.
• Ability to work effectively with staff at all levels is an asset.
• A university degree, business courses, or equivalent education is an asset.

Compensation

• The stated pay range is $55,000–$90,000 for the primary work location; compensation may include discretionary variable pay.

Schedule and employment

• Full-time regular role; 37.5 work hours per week.

Workplace

• The role supports the Toronto-based team and includes coordination of both virtual and in-person meetings.