Executive Assistant

Confidential; Toronto; On-site; CAD 80,000 - 120,000; Full time

Job summary

Confidential is seeking an experienced Executive Assistant to support C-level leaders with high-level calendars, travel, and communications. The role demands discretion, executive presence, and the ability to manage complex priorities with minimal direction.

You will prepare boards materials, coordinate global meetings across time zones, and ensure brand and confidentiality standards. Proficiency with Microsoft Office and Concur, plus superb organizational and interpersonal skills, are essential

Qualifications

• 5+ years’ experience providing executive-level support in global environments.
• Strong ability to handle confidential information with discretion and integrity.
• Advanced proficiency with MS Outlook, Word, Excel, and PowerPoint.
• Experience preparing executive-level presentations and materials.
• Working knowledge of Concur or similar expense systems.

Responsibilities

• Act as a trusted partner, managing executive priorities, communications, and workflow.
• Coordinate high-volume calendars across multiple time zones with executives and assistants globally.
• Arrange and coordinate senior-level meetings, including Board and investor meetings.
• Prepare agendas, briefing materials, and meeting documentation.
• Coordinate with Reception, facilities, IT, and internal stakeholders for seamless execution.
• Manage executive correspondence and document preparation with discretion.

Skills

Executive presence

Discretion

Organizational skills

Communication

Prioritization

Independence

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

PowerPoint

Concur

Job description

The successful candidate will be highly proactive and detail-oriented, with the ability to manage complex priorities and anticipate executive needs. This position requires strong executive presence, sound judgment, and the confidence to work independently with minimal direction, while consistently upholding the highest standards of professionalism and confidentiality.

Executive & Stakeholder Support

• Act as a trusted partner, exercising sound judgment in managing executive priorities, communications, and workflow
• Manage complex, high-volume calendars across multiple time zones, coordinating with senior stakeholders and executive assistants globally
• Coordinate senior-level internal and external meetings, including Board, client, and investor meetings
• Prepare agendas, briefing materials, and meeting documentation
• Liaise with Reception, facilities, IT, and internal stakeholders to ensure seamless execution
• Manage executive correspondence, email organization, and document preparation with discretion and accuracy

Travel & Global Logistics

• Arrange and manage complex domestic and international travel itineraries
• Maintain executive travel profiles and ensure documentation is current and compliant
• Prepare visa documentation and support travel-related requirements
• Support senior visitors from global offices and external organizations
• Create, edit, and format executive-level PowerPoint presentations, including complex charts and visuals
• Prepare and maintain Word documents and Excel reports with a high level of accuracy and consistency
• Proofread and quality-check materials to ensure alignment with our executive and brand standards

Events, Team & Operational Support

• Support corporate, client, and investor events, including scheduling, material preparation, and onsite coordination
• Assist with onboarding of senior hires and new team members
• Coordinate executive and team offsites, internal meetings, and select social events
• Provide senior-level administrative coverage to other Executive Assistants during absences or peak periods
• Manage executive expense reporting using Concur and process invoices in compliance with company policy
• Handle confidential correspondence and sensitive information with discretion
• Manage competing priorities to meet deadlines and support business-critical activities

Qualifications & Requirements:

• 5+ years’ experience providing executive-level support in a global professional or financial services environment
• Proven ability to handle highly confidential and sensitive information with discretion and integrity
• Advanced proficiency in Microsoft Outlook, Word, Excel, and PowerPoint
• Strong experience preparing executive-level presentations and materials
• Working knowledge of Concur or similar expense management systems
• Exceptional organizational skills with a proactive, solutions-oriented approach
• Strong executive presence with excellent written and verbal communication skills
• Resourceful, decisive, and comfortable working independently
• Demonstrated ability to manage multiple priorities under pressure while maintaining accuracy
• Collaborative team player with strong interpersonal skills and sound judgment
• Flexibility to work extended hours as required