Executive Assistant

LumiQ; Toronto; Hybrid; CAD 50,000 - 75,000; Full time

Job summary

LumiQ is seeking an Executive Assistant to support their CEO and streamline operations at their Toronto office. The role involves proactive management of schedules, logistics for meetings, and handling various personal and administrative tasks in a fast-paced environment. This position is well-suited for individuals early in their careers, offering opportunities for growth in a dynamic and engaging work culture.

Benefits

Health Benefits after 3 months

Flexible hybrid work style

Monthly team social events

Schedule flexibility

Nomad policy for remote work

Endless Learning opportunities

LumiQ Clubs

Qualifications

• 1–3 years of experience in executive support or administration.
• Ability to be highly organized and detail-oriented.
• High emotional intelligence and professionalism.

Responsibilities

• Manage the CEO’s calendar and prioritize meetings.
• Facilitate logistics for events and communications.
• Assist with personal errands and general administrative tasks.

Skills

Organization

Communication

Time management

Attention to detail

Adaptability

Tools

Google Workspace

Slack

Project management tools

Job description

At LumiQ, we’re on a mission to make professional education enjoyable. As a modern, audio-first learning platform, we empower accounting and finance professionals to fulfill their continuing professional development requirements through engaging podcasts. Over the past five years, we’ve cultivated a devoted customer base of over 1,000 corporate and accounting firms across North America.

LumiQ is proud to be a 2024 Deloitte Fast 50 winner. We’re creating awesome proprietary content, nailing our go-to-market strategy, and being the first to shake up the industry. Most recently, we secured a strategic investment from Vertu Capital to fuel our expansion globally and continue executing on our exponential growth plans.

LumiQ is also a certified Great Place to Work! We’re all about transparency, ownership, innovation, and empathy. If you’re ready to make a real impact and help us transform professional education, we’d love to hear from you!

As the right hand to our CEO, your focus is to bring structure to chaos — streamlining his day, anticipating needs, and creating the breathing room he needs to lead the company. You’ll handle everything from calendar wrangling to logistics and communications to taking care of personal matters.

We’re looking for someone who thrives on being organized and detail-oriented but also knows when to flex and adapt. Plans will change, priorities will shift, and your ability to stay cool and responsive is just as important as your love of colour-coded calendars.

Whether it’s coordinating a big meeting, making sure travel goes off without a hitch, or helping run a personal errand, you’ll be an essential part of the CEO’s flow and a steady presence in a fast-moving environment.

This role is ideal for someone early in their career looking to step into a fast-paced, high-trust role where no two days are the same.

Who You Are:

• 1–3 years of experience in an executive support, coordination, admin, reception, event planning, or office support role
• A natural organizer who thrives on details, checklists, and calendars
• Strong communication — written, verbal, and interpersonal
• High emotional intelligence, professionalism, and discretion when it comes to confidential matters
• Confident, clear-thinking, and not afraid to take initiative
• Comfortable with ambiguity and able to adapt quickly in a fast-moving environment
• Familiar with Google Workspace, Slack, and basic project management tools

Bonus Points For:

• Experience supporting a manager, executive, or senior leader
• Interest in media, education, or start-up culture
• A sense of humour

What You'll Be Responsible For:

• Manage the CEO’s calendar, booking meetings and flagging priorities
• Serve as a gatekeeper and facilitator to ensure the CEO’s time is focused and well-managed
• Support inbox management, draft follow-ups, and help keep things moving
• Keep projects and tasks on track — you'll be the one who remembers what everyone else forgetsCreate and improve systems to support his workflows and productivity
• Prep the logistics for internal meetings, setting up rooms and ordering food
• Assist with event planning, travel bookings, vendor coordination, and other administrative supportAssist with planning for professional or personal gatherings
• Coordinate personal appointments and errands for the CEO, including health, family, and home-related logistics
• Act as a general resource to free up time for the CEO and senior leadership, handling a range of tasks — from managing errands to researching gifts or sourcing personal items

If you think your experience is most of the way, there we’d still love to meet you!

Please note this is a flexible hybrid role based out of Toronto, Canada. Employees will be expected to be able to commute to the office 2 times a week. However, for training & onboarding purposes, the in-office expectation time will increase.

Benefits and Perks:

- Health Benefits are available after 3 months with us, including a yearly health spending account. You'll also have access to an Employee Assistance Program for additional support if needed.

- Hybrid Work Style: The best of both worlds. Enjoy remote work and a downtown Toronto office with snacks, events, and ping pong.

- Monthly team social events: (Super Smash Bro party, hot chocolate bar, Blue Jays game, Hot One's Challenge are just a few examples of what we have done in the past).

- Schedule flexibility: We know our employees have lives outside of work and don’t mind if you need to run to a mid-day doctor's appointment or pick up a kid early from school!

- Nomad policy: Work remotely 4 weeks of the year from anywhere in the world.

- Endless Learning: Our platform isn't just for accountants. Listen to podcasts on soft skills, career development, leadership, and more.

- LumiQ Clubs: Join an existing club or start your own!