Executive Assistant

FNZ; Toronto; On-site; CAD 65,000 - 90,000; Full time

Job summary

FNZ is seeking a polished Executive Assistant to the CEO Office to provide high-level operational and administrative support within Global Executive Support Services. You will manage the CEO’s calendar, coordinate global meetings across time zones, and prepare briefings, presentations, and communications.

The role requires discretion, exceptional organizational skills, proactive problem-solving, and the ability to thrive in a dynamic, matrixed environment while collaborating with senior leaders

Qualifications

• Experience supporting C-suite executives in a global context.
• Outstanding judgment and communication skills.
• Exceptional organizational abilities and discretion.
• Ability to manage multiple priorities across time zones.

Responsibilities

• Manage CEO calendar and scheduling across global time zones.
• Coordinate high-priority meetings and events with stakeholders.
• Prepare briefings, presentations and communications for executives.
• Support travel logistics and expense processing.
• Maintain confidential information with discretion.
• Collaborate with Global Executive Support Services team for cross-functional coverage.

Skills

Calendar management

Stakeholder engagement

Travel coordination

Confidentiality

Communication

Project coordination

Job description

Role Description

This role is to provide high-level operational and administrative support within the CEO Office, which sits within the Global Executive Support Services function. This role is critical to enabling the CEO and the broader executive team to operate effectively across a fast-paced, global organization.

This role requires the management of a complex calendar, coordinate high-priority meetings and events across multiple time zones, and support the preparation of briefings, presentations, and communications for internal and external stakeholders. Acting as a key point of contact for the CEO Office, this EA will maintain confidentiality, anticipate needs, and ensure seamless operational efficiency.

As a pivotal member of the CEO Office, the EA will work closely with senior executives, global teams, and external partners, flexing across UK and ET time zones and occasionally beyond, to ensure timely and coordinated execution of initiatives. This role demands exceptional organizational skills, proactive problem-solving, and the ability to thrive in a dynamic, matrixed, and highly visible environment.

The ideal candidate is a polished professional with experience supporting C-suite executives in a global context, demonstrating outstanding judgment, communication skills, and the ability to manage competing priorities with precision and discretion.

Specific Role Responsibilities

• Executive Calendar & Schedule Management: Lead the day-to-day management of the Group CEO’s diary, working closely with the Head of CEO Office to manage competing priorities, anticipate scheduling conflicts, and ensure optimal use of time across global time zones, while aligning with wider CEO Office planning.
• Strategic Workload Support: Develop a deep understanding of the Group CEO’s priorities, objectives, and key initiatives to provide anticipatory, high-impact support that enables effective decision-making and operational efficiency.
• Stakeholder Engagement: Build strong relationships with the CEO’s direct reports, internal teams, key clients, and external partners to ensure seamless coordination and timely follow-up on critical action items, acting as a trusted point of contact on behalf of the CEO.
• Document & Information Management: Prepare, organise, and maintain executive-level documents, briefings, and presentations for the CEO, ensuring accuracy, confidentiality, and accessibility, while supporting the CEO Office in broader document coordination where required.
• Meeting & Event Coordination: Plan and coordinate high-profile meetings, staff sessions, and Board-level events for the CEO; prepare agendas, capture minutes, track action items, and provide proactive updates to ensure follow-through.
• Action Tracking & Follow-Up: Monitor and follow up on the CEO’s post-meeting objectives and critical initiatives, ensuring commitments are executed in line with agreed priorities and timelines.
• Travel & Logistics Management: Organise complex international travel arrangements and itineraries for the CEO, ensuring seamless execution while coordinating with the CEO Office for broader logistical support.
• Financial Administration: Manage procurement, reconciliation of the CEO’s corporate credit card, and processing of personal and business expenses, ensuring accuracy and compliance with company policies.
• Office & Operational Support: Support the smooth running of the CEO Office environment, including on-site preparation and delivery of Board meetings and high-profile events involving the CEO as required.
• Health, Safety & Compliance: Complete required Risk and Compliance training as necessary, supporting a safe and compliant workplace.
• Team Collaboration & Flexibility: Work closely with other members of the Global Executive Support Services team to ensure seamless support across the function, providing coverage and assistance as needed while maintaining focus on the CEO’s priorities.
• Project & Ad-Hoc Support: Undertake special projects, initiatives, and ad-hoc tasks as required to facilitate the smooth operation of the CEO Office and ensure the CEO can focus on strategic priorities.
• This role is not in scope for activities which have a direct or indirect impact on CASS processing which takes place within FNZ for FNZ and/or FNZ’s clients. There is a requirement to remain up to date with CASS developments and changes as communicated with FNZ.

About FNZ

FNZ is committed to opening up wealth so that everyone, everywhere can invest in their future on their terms. We know the foundation to do that already exists in the wealth management industry, but complexity holds firms back.

We created wealth’s growth platform to help. We provide a global, end-to-end wealth management platform that integrates modern technology with business and investment operations. All in a regulated financial institution.

We partner with the world’s leading financial institutions, with over US$2.5 trillion in assets on platform (AoP).

Together with our clients, we empower nearly 30 million people across all wealth segments to invest in their future.