Executive Assistant

illumin; Toronto; On-site; CAD 55,000 - 80,000; Full time

Job summary

Join a rapidly transforming company as an Executive Assistant. You will provide vital administrative support to the CEO and leadership team, helping them navigate daily tasks and streamline operations. This full-time position, located in Toronto, offers a chance for professional growth during an exciting organizational shift, where your contributions will be highly valued.

Benefits

Opportunities for professional growth

Collaborative and supportive work culture

Qualifications

• Experience managing executive-level administrative support.
• Proficient in document preparation and communications.
• Ability to handle sensitive information with discretion.

Responsibilities

• Manage and coordinate the executive calendar and communications.
• Provide front-office management and greet visitors.
• Support executive decision-making with document preparation.

Skills

Communication

Discretion

Organizational Skills

Attention to Detail

Problem Solving

Education

Experience as an Executive Assistant or similar high-responsibility role

Tools

Microsoft Office

Google Workspace

Job description

Who we are

At illumin, we are transforming the advertising landscape. Our platform offers an integrated space for journey planning, execution, and reporting. It empowers marketers to connect with their audiences in powerful ways through real-time data and easy-to-use visual tools. By seamlessly combining media planning and buying in an intuitive interface, marketers can take complete control of their campaigns, meeting customers wherever they are in the buying journey and maximizing the impact of their ad spend through personalized insights for smarter decision-making.

We are at a pivotal moment, evolving into a product-led company with a team of over 100 skilled professionals and new leadership guiding our path forward. By harnessing the power of data, advancing our AI capabilities, and deeply investing in our people, we are preparing for a future that will redefine what’s possible in journey advertising.

Our work is guided by two beliefs: that the ability to execute is paramount to success and that we are only as good as our people. As we grow and transform, we are looking for team members (illumineers) who share our bias for speed, delivery over perfection, and an entrepreneurial mindset. Joining us now is a chance to be part of our transformation.

Who We Need

Reporting to the CEO, we are seeking an Executive Assistant who thrives behind the scenes and brings an unwavering commitment to supporting a high-performing leadership team. This newly created role offers the chance to shape processes, implement structure, and contribute to company-wide transformation. You are responsive, composed under pressure, and always thinking two steps ahead. You are a confident communicator who takes ownership, adapts with ease, and never hesitates to pitch in—whether coordinating calendars or welcoming guests at the front desk.

You are comfortable working autonomously, prioritizing competing tasks, and making sound decisions without constant direction. You build strong relationships across all levels of an organization and bring discretion, initiative, and exceptional attention to detail to everything you do.

This is a full-time position, onsite Monday to Thursday in downtown Toronto with remote work on Fridays.

What’s in it For You?

Impact. You will be the strategic right hand to the CEO and leadership team, playing a vital role in keeping the organization focused, organized, and moving forward. Your ability to anticipate needs, communicate effectively, and manage sensitive information will directly support executive decision-making and company-wide progress.

Visibility. As the central point of contact for the executive team, you will interact with internal departments, partners, and stakeholders. Your work will contribute to shaping the experience of everyone who walks through the door, answers a call, or participates in a leadership meeting.

Ownership. This is your opportunity to take full responsibility for your domain—from executive scheduling and document preparation to office coordination and vendor management. You will have the autonomy to streamline processes, introduce efficiencies, and elevate how administrative support is delivered.

Collaboration. You will work closely with driven, mission-aligned colleagues in a culture that values trust, teamwork, and mutual respect. Your input will be welcomed and your contributions will be recognized.

Professional growth. You will join a company undergoing an exciting transformation, where initiative and reliability are rewarded. You will expand your skills across operations, administration, and communications, with the potential to grow your ownership and influence as the company evolves.

How You Will Make an Impact:

• Provide executive-level administrative support. You will manage and coordinate the schedule, communications and administrative functions for the CEO and leadership team, including meetings, expense tracking, and document preparation. You will manage access to executives, triaging requests, and maintaining confidentiality at all times.
• Own and manage the executive calendar. You will bring priorities to the foreground, track deadlines, monitor action items, and proactively raise awareness of critical items. You will coordinate internal and external meetings, board sessions, and offsites, including logistics, agendas, materials, and follow-up actions.
• Front-office management. You will serve as the face of the organization in the front office, ensuring a professional, welcoming experience for all, greeting visitors, and managing office and meeting supplies.
• Collaborate. You will maintain relationships with vendors, facility managers, and service providers. You will support special projects, including internal communications, event planning, and company-wide initiatives.
• Manage communications. You will draft and review communications, presentations, and reports, reflecting the voice and priorities of the leadership team.
• Continuous improvement. You will identify opportunities to improve administrative systems and processes and take the initiative to implement solutions.

What You Bring:

• The experience. You have worked as an Executive Assistant, Senior Administrative, or a similar high-responsibility role. You have direct experience and insights from supporting senior leaders, managing sensitive information and competing demands.
• The professionalism. You bring maturity, discretion, and a service-oriented mindset to your work. You are known for your ability to build trust, stay calm under pressure, and handle last-minute changes with grace. You write and speak, confidently, and professionally. You can create polished documents, take precise meeting notes, and represent the executive team with poise.
• The drive and collaboration. You are highly responsive and thrive in fast-paced, ever-evolving environments. You pivot quickly and are comfortable outside your formal responsibilities to help where needed. You work well with people at all levels, contributing to a respectful, team-first culture. You are comfortable working independently while remaining highly aligned with company priorities.
• The ownership and initiative. You take pride in the quality and accuracy of your work. You are organized, efficient, and always looking for ways to improve workflows and outcomes. You take ownership without waiting to be asked. You anticipate needs, take action, and follow through—ensuring tasks are completed accurately and on time.
• The technical skills. You are highly proficient in Microsoft Office and Google Workspace, and comfortable learning new tools for communication, scheduling, and collaboration.

What else should you know about us?

We are undergoing a transformative shift. We are embracing change and the opportunities that come with it, empowering every illumineer to innovate, experiment, and bring forward new ideas. Whether accessing new technology, restructuring workflows, or expanding your team, you will have full support if you can make the business case.

We are a broad and diverse team, but we all share a passion for success, a drive to do more, and a love of creating connections. We hire for talent and commitment and provide the guidelines and guidance to elevate skills, knowledge, and abilities across all areas. This is a place where proven methods meet bold ideas, offering opportunities to grow personally and professionally.

Apply Now

If you want to seize the opportunity to impact a company and influence an industry, and you have 70% of what we are looking for, apply now. We can't promise an interview, but we will consider your whole application.

What You Can Expect from Our Interview Process:

• A virtual interview with a Talent Advisor will discuss your interest in the role and background.
• An interview with the VP, Human Resources to share how your experience and approach align with the needs of the leadership team.
• An interview with the CEO and members of the leadership team to discuss how you approach managing multiple calendars and competing demands and share how you will make a difference.

Illumin is firmly committed to diversity within its community and welcomes applications from racialized persons/persons of colour, Indigenous People of North America and the world, veterans, persons with disabilities, 2SLGBTQIA+ persons, and those who may contribute to the further diversification of ideas.

We are committed to providing equitable opportunities in employment and to providing a workplace free from discrimination and harassment. We are equally committed to providing an inclusive and accessible workplace. If you require accommodations at any stage of the interview process, please email us at [e-mail].