Executive Administrative Assistant

IFG - International Financial Group; Toronto; Hybrid; CAD 80,000 - 110,000; Full time

Job summary

IFG - International Financial Group is seeking an experienced Executive Assistant to support two senior leaders in a high-visibility, remote-friendly role. You will manage complex calendars, coordinate meetings across PST and EST, arrange travel, and prepare materials with discretion.

This is a primarily remote position with monthly in-person office attendance as required. The ideal candidate has 7+ years of executive support experience, outstanding communication, and proficiency with Microsoft

Qualifications

• 7+ years of experience as an Executive Assistant or senior-level admin support.
• Experience supporting multiple senior leaders and managing complex calendars.
• Strong experience coordinating across PST and EST time zones.
• Excellent communication, organizational, and stakeholder management skills.
• Proficiency in Microsoft 365: Outlook, Teams, Word, PowerPoint, Excel.
• Ability to work independently in a remote environment with shifting priorities.
• Strong judgment, attention to detail, and confidentiality.
• Experience supporting C-suite executives or senior leadership.
• Background in a large corporate, enterprise, or technology environment.
• Strong project coordination and follow-through skills.

Responsibilities

• Provide high-level administrative and operational support to two senior leaders.
• Manage complex calendars and schedule meetings across PST and EST.
• Coordinate meetings, travel arrangements, itineraries, and expense reports.
• Prepare executive presentations, reports, and meeting materials.
• Manage confidential information with the highest level of discretion.
• Coordinate with senior stakeholders, internal teams, and external partners.
• Track action items, deadlines, and follow-ups to ensure timely completion.
• Proactively anticipate executive needs and resolve scheduling conflicts.

Skills

Calendar management

Stakeholder management

Communication

Discretion

Time zone coordination

Independent remote work

Tools

Outlook

Teams

Word

PowerPoint

Excel

Microsoft 365

Job description

We’re excited to share an exclusive opportunity for an experienced Executive Assistant to support two senior leaders in a high-visibility role. We’re looking for a proactive, highly organized professional who can manage competing priorities, complex calendars, and executive-level responsibilities with discretion and professionalism.

Work Model: Primarily remote, with office attendance approximately once per month as required

• Provide high-level administrative and operational support to two senior leaders.
• Manage complex calendars and schedule meetings across PST and EST time zones.
• Coordinate meetings, agendas, travel arrangements, itineraries, and expense reports.
• Prepare executive presentations, reports, and meeting materials.
• Manage confidential information with the highest level of discretion.
• Coordinate with senior stakeholders, internal teams, and external partners.
• Track action items, deadlines, and follow-ups to ensure timely completion.
• Proactively anticipate executive needs and resolve scheduling conflicts.

What We’re Looking For

• 7+ years of experience as an Executive Assistant or in senior-level administrative support.
• Proven experience supporting multiple senior leaders and managing complex calendars.
• Strong experience coordinating across PST and EST time zones.
• Excellent communication, organizational, and stakeholder management skills.
• Proficiency in Microsoft 365, including Outlook, Teams, Word, PowerPoint, and Excel.
• Ability to work independently in a remote environment while managing shifting priorities.
• Exceptional judgment, attention to detail, and confidentiality.
• Experience supporting C-suite executives or senior leadership.
• Background in a large corporate, enterprise, or technology environment.
• Strong project coordination and follow-through skills.

Are you a proactive Executive Assistant who thrives in a fast-paced environment and enjoys partnering with senior leadership?

Interested candidates are welcome to reach out or share their profiles. Referrals are also appreciated!

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