Executive Assistant

Sage; Toronto; Hybrid; CAD 70,000 - 90,000; Full time

Job summary

A leading technology firm in Toronto seeks an experienced Executive Assistant to provide high-level administrative support to C-level executives. The role involves managing complex calendars, organizing meetings, and handling confidential information. Candidates should have a Bachelor's degree, over 5 years of executive support experience, and strong communication skills. This position offers a hybrid work model with extensive benefits.

Benefits

Health, dental, and vision coverage

RRSP contribution match

35 days paid time off

Paid parental leave

Tuition reimbursement

Wellness rewards program

Qualifications

• 5+ years of experience supporting multiple senior executives is preferred.
• Proven ability to handle confidential information responsibly.
• Bilingualism (French/English) is an asset.

Responsibilities

• Manage executive calendars and prioritize urgent matters.
• Coordinate meetings and prepare necessary materials.
• Handle travel arrangements and process expense reports.

Skills

Time management

Communication skills

Discretion

Prioritization

Interpersonal skills

Education

Bachelor’s degree in Business Administration

Tools

Microsoft Office Suite

Office 365

Job description

Overview

Executive Assistant role at Sage. You will serve as a trusted partner to a senior C-level executive and provide high-level administrative support to other members of the executive team. Youll work closely with internal and external stakeholders across a fast-paced, global environment. This is a hybrid position based in downtown Toronto, requiring a minimum of three days per week in the office (you are expected to be in the office whenever the C-level executive is on-site; during travel, a minimum of three days per week in the office is required).

This role is hybrid, 3 days in office, in our Toronto office.

Responsibilities

• Manage complex executive calendars, ensuring priorities are clear and urgent matters receive attention. Meetings have agendas and outcomes, are aligned to OKRs, and are de-duplicated as needed.
• Screen calls, respond professionally and timely, and record messages accurately.
• Coordinate meetings : extend / accept invitations, prepare agendas, secure rooms, equipment, and refreshments.
• Organize logistics for town halls and corporate events, including booking venues, arranging catering, and managing reservations.
• Handle departmental financial functions (invoicing, expenses) in compliance with policies and timelines.
• Disseminate information, coordinate responses, and escalate issues when necessary.
• Arrange and manage complex executive travel, creating detailed itineraries and processing expense reports.
• Handle confidential information with discretion and diplomacy.
• Streamline and manage administrative processes in collaboration with colleagues.
• Support other office administration tasks as required.
• Anticipate needs to enable the MD to focus on strategic priorities.

Qualifications

• Bachelor’s degree in Business Administration.
• 5+ years of experience supporting multiple senior executives (global or Fortune 500 company experience preferred).
• Proven ability to handle confidential information with discretion and diplomacy.
• Strong prioritization, time management, and decision-making skills.
• Excellent written and verbal communication skills; bilingualism (French / English) is an asset.
• Advanced proficiency in Microsoft Office Suite, Office 365, travel booking systems, and expense reporting tools.
• Strong business acumen and interpersonal skills, with the ability to build effective relationships.
• Flexibility to work occasional evenings or weekends as needed.
• Comfortable working in a professional yet casual workplace environment.
• Up to 10% travel may be required.

Benefits

• 100% paid premiums for health, dental, and vision coverage.
• RRSP contribution match (100% up to 4%).
• 35 days paid time off (11 paid holidays, 16 vacation days, 3 personal days, 5 sick days).
• 18 weeks of paid parental leave for birth, adoption, or surrogacy offered 1 year after the start date.
• 5 days paid yearly to volunteer (through Sage Foundation).
• 5,250 tuition reimbursement per calendar year starting 6 months after the hire date.
• Sage Wellness Rewards Program (annual fitness reimbursement).
• Library of on-demand career development options and ongoing training offerings.

Location and Next Steps

Careers page and related Sage information are available via the company sites. Referrals increase your chances of interviewing.