Executive Assistant

North Horizon Holdings Inc.; Toronto; On-site; CAD 60,000 - 90,000; Full time

Job summary

A leading company in Toronto seeks a professional Executive Assistant to support its President. Responsibilities include managing communications, complex scheduling, preparing meeting materials, and assisting with travel logistics. The ideal candidate has a strong background in administrative support, exceptional interpersonal skills, and the ability to maintain confidentiality while ensuring the President’s productivity.

Qualifications

• 5-10 years of experience supporting senior executives.
• Native English speaker with basic Mandarin understanding.
• Proven track record in managing executive calendars.

Responsibilities

• Serve as the primary point of contact for the President.
• Manage the President’s complex calendar and travel.
• Prepare briefing materials and manage executive correspondence.

Skills

Organizational skills

Communication skills

Interpersonal skills

Attention to detail

Tech agility

Education

Bachelor’s degree from elite universities

Tools

Microsoft Office Suite

CRM platforms

Collaboration tools

Job description

We are seeking a highly capable and professional Executive Assistant to support the President in a broad range of business, organizational, and communication functions. This is a trusted position requiring exceptional judgment, absolute discretion, and the ability to anticipate needs and act independently. The ideal candidate is detail-oriented, highly adaptable, and thrives in a dynamic, fast-paced environment.

Key Responsibilities

• Serve as the primary point of contact and coordination for the President, managing communications and priorities across internal teams, external partners, and stakeholders.
• Manage the President’s complex calendar, ensuring alignment of priorities and maximizing time efficiency; proactively handling scheduling conflicts and last-minute changes.
• Prepare briefing materials, talking points, presentations, and speech notes for internal and external meetings, public speaking engagements, and business events.
• Coordinate business events, off-site business meetings.
• Draft and manage executive correspondence, reports, and documentation with clarity, professionalism, and discretion.
• Act as interpreter (Mandarin - English) during meetings or events, as needed.
• Coordinate international and domestic travel, including detailed itineraries, logistics, and on-the-ground support when necessary.
• Interact professionally with internal teams, clients, industry partners, and external collaborators and representing the leader and the firm with clarity, tact, and a proactive approach
• Track key deliverables, manage task follow-ups, and support strategic initiatives to ensure alignment across functions.
• Handle sensitive business and personal information with strict confidentiality and professionalism.
• Coordinate and assist with personal or household tasks (e.g., coordinating with family or vendors), with a strong focus on enabling the President’s business productivity.

Requirements

• Bachelor’s degree from elite universities.
• 5 –10 years of experience supporting senior executives in fast-paced corporate, professional services, or financial institution.
• Native English speaker with at least a basic understanding of Mandarin (spoken and written).
• Excellent writing, editing, and verbal communication skills; able to synthesize information quickly and clearly.
• Proven track record in managing executive calendars, preparing high-level materials, and coordinating complex logistics.
• Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)
• Demonstrated tech agility, including comfort with CRM platforms, travel, invoicing, and expense systems (e.g., Concur SAP), collaboration tools (e.g., Teams), and basic IT troubleshooting
• Experienced level of written and verbal communication skills with a professional tone and attention to detail
• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
• Exceptional interpersonal skills and the ability to build trusted relationships at all levels
• Ability to work independently, or as a team member, while maintaining focus and productivity
• Valid passport and full availability for occasional international travel.