Executive Administrative Assistant

Emburse; Toronto; Hybrid; CAD 60,000 - 80,000; Full time

Job summary

A leading expense management company in Toronto is seeking an experienced Executive Assistant to provide comprehensive administrative support to senior leadership. The ideal candidate will have over 5 years of experience in similar roles, skilled in managing schedules, travel, and corporate expense reporting. This hybrid position requires excellent organizational and communication skills, alongside the ability to work autonomously and collaboratively. Join us to drive innovation and efficiency in an inclusive environment.

Benefits

Competitive pay

Flexible work

Inclusive culture

Qualifications

• 5+ years of experience supporting an executive in an administrative capacity.
• Experience in a technology/software industry preferred.

Responsibilities

• Provide administrative support to senior leadership.
• Manage the executive's schedule and calendar using Outlook.
• Coordinate meetings, travel arrangements, and prepare materials.
• Maintain meeting equipment and assist with calls.
• Type documents and maintain confidentiality standards.
• Manage expense reporting using company software.
• Order office supplies and handle correspondence.

Skills

Supporting a CEO or Company President

Organizational skills

Proficient in Microsoft Office Suite

Excellent communication skills

Ability to work autonomously

Education

Degree/Diploma in Business Administration or related field

Job description

Who We Are:

At Emburse, you’ll not just imagine the future – you’ll build it. As a leader in travel and expense solutions, we are creating a future where technology drives business value and inspires extraordinary results.

The Executive Assistant provides administrative support to one or more designated members of senior or executive leadership in the form of managing schedules, travel, expense reporting and coordinating meetings and conferences.

This is a hybrid role, working a minimum of 3 days onsite per week in our Toronto office.

Essential Functions

• Provide administrative support directly related to management or business operations for designated member of senior or executive leadership
• Proactively and meticulously manage the executive’s schedule and accurately manage calendar in Microsoft Outlook using independent judgment and discretion
• Coordinate meetings and conferences; to include scheduling, registration, conference call set up, developing internal meeting agendas, preparing and printing materials, making occasional travel arrangements, maintaining conference rooms and providing on-site support, taking meeting minutes and coordinating catering when necessary
• Maintain equipment for meetings; to include phones, conference lines, WebEx, GoToMeeting and projectors, coordinating with IT when necessary
• Type reports, memos, letters and other documents as needed; develop and maintain files related to meetings, Board, committees, business documents and contacts, ensuring confidentiality standards are met when necessary
• Collect and maintain receipts, travel records and corporate credit card records and statements
• Interpret and implement company policies to manage the designated executive’s corporate expense reporting using Emburse software, as well as manage the executive’s direct reports’ corporate expense reporting in the way of approving, denying or inquiring into reported expenses
• Coordinate ordering of specialized office supplies, provisions and equipment for designated executive; use independent judgment and discretion with regards to matters of significance to manage all incoming/outgoing correspondences.

Education and Experience

Education: Required: Degree/Diploma in Business Administration or related field

Experience: Required: 5+ years of experience supporting an executive in an administrative capacity

Preferred: Experience in a technology/software industry

Required Skills

• Previous experience directly supporting a CEO or Company President
• Reliable and responsive, redirecting questions and concerns to the appropriate personnel in a timely fashion
• Excellent organizational skills with flexibility to re-prioritize as business needs demand
• Ability to work collaboratively with a multitude of departments
• Proficient in Microsoft Office Suite
• Excellent communication skills, both oral and written
• Ability to work autonomously and as part of a team
• Strong organization skills and ability to manage multiple high priority projects simultaneously and successfully

Why Emburse?

• A Company with Momentum – We serve 12M+ users across 120 countries, helping businesses modernize their finance operations.
• A Team That Innovates – Work alongside some of the brightest minds in finance, tech, and AI to solve real-world challenges.
• A Culture That Empowers – Competitive pay, flexible work, and an inclusive, collaborative environment that supports your success.
• A Career That Matters – Your work here drives efficiency, innovation, and smarter financial decision-making for businesses everywhere.

Shape your future & find what’s next at Emburse.

Emburse provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements, Emburse complies with applicable state and local laws governing nondiscrimination in employment in every location where the company has facilities. This policy applies to all terms and conditions of employment.