Executive Assistant

TalentMinded; Toronto; On-site; CAD 60,000 - 80,000; Full time

Job summary

A leading global SaaS company is seeking an Executive Assistant to support the CEO and senior leadership team in Toronto. This full-time role involves managing schedules, coordinating meetings, and ensuring professional front-office operations. The ideal candidate will have proven experience in a similar role, demonstrating professionalism, adaptability, and strong technical skills. Join a dynamic team and contribute to a high-performance culture in a company undergoing meaningful transformation.

Qualifications

• Proven experience supporting senior leaders as an Executive Assistant.
• Ability to handle sensitive information with discretion.
• Strong communication skills, both written and verbal.

Responsibilities

• Manage executive schedules, coordinate meetings, and track expenses.
• Prepare presentations and documents while maintaining confidentiality.
• Drive internal connection and engagement through team events.

Skills

Professionalism

Judgement

Adaptability

Ownership

Technical fluency

Tools

Microsoft Office

Google Workspace

Job description

The Opportunity

Our client, a publicly traded global SaaS company, is looking for an Executive Assistant to support their CEO and senior leadership team.

In this role, you will serve as a trusted partner to the CEO—managing schedules, commitments, and communications to reduce friction and enable focus. With a strong sense of ownership and attention to detail, you will take charge of everything from preparing executive briefing materials to ensuring the front office runs with professionalism and polish.

You will coordinate high-stakes meetings, manage shifting priorities, and act as the first point of contact for internal stakeholders and external partners. Your sound judgement, discretion, and ability to anticipate needs will allow you to work independently while staying closely aligned with leadership goals and team dynamics.

This is a full-time, in-office position based in Toronto, working onsite 8:30 a.m. to 5:00 p.m. Monday to Thursday and remotely on Fridays.

What’s in It for You?

Influence. You will operate at the heart of the executive team, creating the structure and clarity that allows leaders to focus, move faster, and make better decisions. Your presence will not just support progress—it will drive it.

Autonomy. You will have the freedom and trust to take initiative, solve problems before they surface, and run the show when it comes to calendars, communications, and executive logistics.

Impact. Your work will contribute to a growing company undergoing meaningful transformation. You will introduce structure where needed, support change at the leadership level, and contribute to a high-performance culture.

As the new Executive Assistant, you will:

• Provide executive-level administrative support. You will provide proactive executive support—managing schedules, coordinating meetings, tracking expenses, preparing presentations and documents, and triaging requests. You will ensure the right people and priorities stay front and centre, maintaining confidentiality and professionalism at all times.
• Own and manage the executive calendar. You will plan and coordinate internal and external meetings, board sessions, offsites, and travel—handling logistics, agendas, materials, and follow-up actions. You will track action items and deadlines, raise flags where needed, and keep the leadership team informed and on track.
• 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.
• Drive internal connection and engagement. From coordinating team events and executive offsites to supporting internal communications and company-wide initiatives, you will help shape a positive and connected employee experience.
• Support operational and financial processes. You will assist with budget tracking, work closely with finance, and handle sensitive information with discretion. You will maintain vendor and facilities relationships and oversee office equipment, bookings, and general administration.
• Champion continuous improvement. You will identify opportunities to streamline administrative processes, introduce solutions, and bring structure to ambiguity—making everything work a little better, every day.

You bring:

• Proven experience. You have supported senior leaders as an Executive Assistant or Senior Administrative Assistant, navigating competing priorities and handling sensitive information with care and discretion.
• Professionalism and presence. You are known for your maturity, sound judgement, and ability to stay composed under pressure. You communicate clearly and confidently—both in writing and in person—and you can create polished documents, capture key takeaways from meetings, and represent the executive team with poise and professionalism.
• Responsiveness and adaptability. You thrive in dynamic, fast-moving environments and are quick to pivot when priorities shift. You are collaborative, team-minded, and always ready to step in where needed—even outside your formal role.
• Ownership and initiative. You are organized, efficient, and take pride in the quality of your work. You do not wait to be asked—you anticipate needs, take action, and follow through to ensure nothing falls through the cracks.
• Technical fluency. You are highly proficient in Microsoft Office and Google Workspace, and you are confident in learning and adapting to new tools that support communication, scheduling, and collaboration.

Apply now.

Diversity and inclusion are not mere words on paper to us. We welcome and appreciate candidates with a range of backgrounds and experiences. If you have 70% of the qualifications we are looking for and want to play an integral role in changing an industry, apply to express your interest.

What You Can Expect from Our Interview Process:

1. A virtual interview with a Talent Advisor will discuss your interest in the role and background.
2. An interview with the VP, Human Resources to share how your experience and approach align with the needs of the leadership team.
3. An interview with the CEO and members of the leadership team. This is a chance to share how you manage priorities and complexity—and to hear firsthand how they work, what they value in their support team, and how your contributions can make an impact.

Should you require accommodation in any aspect of the selection process, please contact us at [e-mail], and we will be happy to help.

#LI-DNI