Executive Assistant to CEO and COO

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

Job summary

A leading software company in Toronto is seeking an experienced Executive Assistant to provide high-level support to multiple executives. Responsibilities include managing calendars, arranging complex travel, and coordinating meetings. The ideal candidate has over 5 years of experience in a similar role, exceptional organizational skills, and proficiency in Microsoft Office. This position offers a dynamic work environment that values diversity and inclusion.

Qualifications

• 5+ years of administrative experience supporting senior executives.
• Demonstrated ability to manage complex calendars and events.
• Strong communication skills with excellent judgment and discretion.

Responsibilities

• Manage day-to-day business activities for executive leaders.
• Plan and manage complex travel arrangements.
• Coordinate logistics for meetings and events.

Skills

Advanced skills in Microsoft Office

Strong written and interpersonal communication

Exceptional organizational and prioritization skills

Analytical and proactive problem solver

Highly collaborative team player

Job description

Banyan Software provides the best permanent home for successful enterprise software companies, their employees, and customers. We are on a mission to acquire, build and grow great enterprise software businesses all over the world that have dominant positions in niche vertical markets. In recent years, Banyan was named the #1 fastest‑growing private software company in the US on the Inc. 5000 and among the top 10 fastest‑growing companies by the Deloitte Technology Fast 500. Founded in 2016 with a permanent capital base set up to preserve the legacy of founders, Banyan focuses on a buy‑and‑hold strategy for life for growing software companies that serve specialized vertical markets.

The primary goal of the Executive Assistant is to manage day‑to‑day business activities and provide high‑level support to multiple Executive Leaders. This includes managing calendars, handling confidential information with discretion, coordinating complex travel arrangements, planning and facilitating meetings, and executing special projects as assigned. The Executive Assistant must possess a strong understanding of the business and the demands of different stakeholders, serving as a trusted partner in providing proactive and seamless administrative support.

Key Duties and Responsibilities

• Provide sophisticated and proactive calendar management by anticipating needs, resolving conflicts, and ensuring leaders’ time is prioritized for the most strategic matters. Prepare leaders in advance for all commitments, build in flex time, and ensure meetings begin and end on schedule.
• Plan and manage complex travel arrangements (air, hotel, ground transportation), prepare itineraries, and proactively identify efficiencies to optimize travel.
• Anticipate and plan for critical deadlines, key deliverables, and high‑priority business milestones to ensure executives are consistently prepared.
• Coordinate logistics, agendas, materials, and communications for Board of Directors meetings, quarterly business meetings, and leadership offsites in accordance with the company’s annual business operating calendar.
• Track and follow up on action items to ensure continuity and accountability.
• Support the planning and execution of client‑facing and corporate events, ensuring a professional and high‑quality experience that reflects the company’s brand and culture.
• Collect, prepare, and organize information for use in discussions, meetings, and presentations. Draft, edit, and manage correspondence—including confidential materials— with the utmost discretion.
• Act as a professional liaison with clients, vendors, visitors, and internal executives.
• Handle inquiries and issues with sound judgment, escalating or redirecting as needed to the appropriate functional leaders.
• Ensure executives are consistently aware of upcoming priorities, responsibilities, and deadlines. Maintain an “open door” approach to support leader accessibility for direct reports and employees.
• Provide both routine and non‑routine administrative support, including meeting coordination, conference planning, general onsite office support and special projects as assigned. Continuously look for opportunities to improve processes and increase efficiency.

Desired Experience and Qualifications

• 5+ years of administrative experience supporting multiple senior executives in a fast‑paced environment.
• Advanced skills in Microsoft Office (Word, PowerPoint, Excel, Outlook) with proven ability to create and refine executive‑level presentations, ensuring clarity, professionalism, and visual impact; skilled in building graphs, tables, and charts.
• Experience managing complex calendars, coordinating meetings and events, preparing presentations, and administering expense reports.
• Strong written and interpersonal communication skills with excellent judgment, discretion, and diplomacy in all interactions.
• Demonstrated ability to partner with clients, Board members, and executive leaders, ensuring professionalism and trust in all engagements.
• Exceptional organizational and prioritization skills; thrives under pressure while managing multiple tasks with accuracy and attention to detail.
• Highly collaborative team player with strong relationship‑building skills and a service‑oriented mindset.
• High degree of integrity, accountability, and intellectual honesty in all work.
• Analytical and proactive problem solver, with a passion for anticipating needs and streamlining workflows to make leaders more effective.

Diversity, Equity, Inclusion & Equal Employment Opportunity: Banyan affirms that inequality is detrimental to our Global Teams, associates, our Operating Companies, and the communities we serve. As a collective, our goal is to impact lasting change through our actions. Together, we unite for equality and equity. Banyan is committed to equal employment opportunities regardless of any protected characteristic, including race, color, genetic information, creed, national origin, religion, sex, affectional or sexual orientation, gender identity or expression, lawful alien status, ancestry, age, marital status, or protected veteran status and will not discriminate against anyone on the basis of a disability. We support an inclusive workplace where associates excel based on personal merit, qualifications, experience, ability, and job performance.

Beware of Recruitment Scams: We have been made aware of individuals fraudulently posing as members of our Talent Acquisition team and extending fake job offers. These scams may involve requests for personal information or payment for equipment. Protect yourself by following these steps: Verify that all communications from our recruiting team come from an @banyansoftware.com email address. Remember, employers will never request payment or banking information during the hiring process. If you receive a suspicious message, do not respond—instead, forward it to [e-mail] and/or report it to the platform where you received it. Your safety and security are important to us. Thank you for staying vigilant.