Executive Assistant

The Executive Assistant provides high-level administrative and operational support to senior leadership, ensuring efficient day-to-day operations. This role is responsible for managing complex calendars, coordinating meetings and travel, preparing reports and presentations, handling confidential information, and acting as a key point of contact for internal and external stakeholders. The ideal candidate is highly organized, detail-oriented, adaptable in a fast-paced environment, and capable of anticipating executive needs to support strategic objectives. Responsibilities Executive Support Process personal financial transactions on behalf of senior executives, including payments and transfers. Support executives with day-to-day personal banking activities, including monitoring account balances, funding accounts, and ensuring timely payment of credit cards and recurring obligations. Prepare monthly personal expense summaries for designated executives. Complete financial documentation and applications for financial institutions and government agencies as required. Coordinate with private banking and financial service providers to support executive requests and resolve account-related matters. Manage in-person banking needs, including cash orders, drafts, certified cheques, and collection of official documents. Collect and organize documentation required for personal income tax filings. Maintain highly confidential personal and financial records with discretion and professionalism. Review, format, and proofread Excel files and business documents. Develop presentations using Canva/PowerPoint, summarizing key information for executive review and decision-making. Coordinate client or partner gift orders for holidays and special occasions. Corporate Accounting and Finance Support Process outgoing payments and transfers on behalf of the organization and affiliated entities. Monitor bank balances and ensure timely payment of credit cards and expenses. Support administrative banking tasks such as opening new accounts and submitting required documentation. Support the preparation of annual shareholder or corporate reports, including coordination of scanning, printing and binding materials. Manage incoming and outgoing mail and courier shipments. Process and reimburse employee expense reports. Order office supplies and maintain inventory for the finance team. Issue tax receipts in accordance with applicable regulations for the Foundation. Track and report on the Foundation’s events performances, including funds raised and participation metrics. Maintain organized records of donations, sponsorships, and expenses for reporting purposes. Qualifications Strong organizational and multitasking skills with attention to detail. Proficiency with financial transactions and expense reporting. Excellent written and verbal communication skills in English; French is an asset. Proficiency in Microsoft Office Suite, especially Excel, PowerPoint and Canva. Proven experience in executive administrative support, ideally within a finance or corporate environment, an asset. Bachelor’s degree an asset. Discretion and confidentiality are a must. Must have access to a vehicle and a valid driver’s license. Benefits Full health insurance plan (including medical, dental, and vision). Fitness subscription reimbursement program. Fully stocked kitchen with daily catered lunches. Dynamic, fast-paced environment where autonomy and innovation are valued. Opportunity for professional growth and development.

Read Full Description