Executive Assistant to Chief Executive Officer

Aeternus; Toronto; On-site; CAD 70,000 - 110,000; Full time

Job summary

Aeternus is seeking an exceptional Executive Assistant to the CEO who thrives in complexity and operates with discretion to enable leadership and organizational growth. You will partner with Founding and Managing Partners to create order, clarity, and momentum in a fast-moving environment.

You’ll manage calendars, communications, and strategic meetings, prepare executive materials, coordinate travel, and support governance and special projects.

Qualifications

• 7+ years supporting senior executives, ideally a CEO, President, or Managing Partner.
• Experience operating in fast-paced, high-accountability environments.
• Exceptional organizational and priority-management skills.
• Outstanding verbal and written communication abilities.
• Demonstrated discretion and experience handling confidential information.
• Strong relationship-building and stakeholder-management capabilities.
• Experience supporting board governance activities is considered an asset.

Responsibilities

• Manage and optimize executive calendars and prioritization.
• Draft professional communications on behalf of executive leadership.
• Coordinate leadership meetings, agendas, briefing materials, and follow-ups.
• Prepare executive presentations, dashboards, and briefing documents.
• Oversee travel, events, and logistics for executives.
• Support strategic initiatives and maintain organized executive records.
• Ensure confidentiality and build trusted partnerships with internal and external stakeholders.

Skills

Executive support

Calendar management

Communication

Discretion

Relationship management

Prioritization

Stakeholder management

Office coordination

Education

Post-secondary education or equivalent

Tools

Microsoft 365 Suite

CRM systems

Project tracking tools

Virtual meeting platforms

Job description

Some Executive Assistants support executives, others become trusted partners, helping leaders maximize their impact, navigate competing priorities, and execute initiatives that shape an organization's future.

At Aeternus, we're looking for an exceptional Executive Assistant to the CEO who thrives in complexity, anticipates needs before they arise, and takes pride in creating order, clarity, and momentum in fast-moving environments. As a critical extension of the CEO's office, you'll work closely with our Founding and Managing Partners, providing strategic executive support that enables organizational leadership, business growth, and operational excellence. You'll be a trusted confidant, a skilled coordinator, and a key liaison between senior leadership, employees, clients, and external stakeholders.

Success in this role is measured by your ability to ensure leaders are prepared, informed, focused on the highest-value priorities, and positioned to make confident decisions. You'll anticipate needs and challenges before they emerge, manage competing demands with professionalism and discretion, and support the execution of key initiatives across the organization. Every day, you'll help create the conditions for leadership success.

What You'll Do

Lead Executive Prioritization and Calendar Management

You'll serve as the gatekeeper and coordinator of executive priorities by:

• Managing and optimizing complex executive calendars.
• Evaluating meeting requests and determining appropriate prioritization.
• Coordinating meetings, appointments, speaking engagements, and events.
• Anticipating scheduling conflicts and proactively resolving challenges.
• Ensuring executives are thoroughly prepared for upcoming commitments.

Drive Executive Communication

You'll help ensure communication is timely, professional, and aligned with organizational priorities by:

• Managing executive correspondence, including email monitoring and prioritization.
• Drafting professional communications on behalf of executive leadership.
• Serving as a key point of contact for internal and external stakeholders.
• Maintaining absolute confidentiality when handling sensitive information.

Coordinate Strategic Meetings and Follow-Through

You'll help transform discussions into action by:

• Organizing leadership meetings, planning sessions, and executive discussions.
• Preparing agendas, briefing materials, presentations, and meeting packages.
• Capturing decisions, action items, and key outcomes.
• Tracking commitments and ensuring accountability for follow-up activities.

Develop Executive-Level Presentations and Documents

You'll create materials that support informed decision-making by:

• Building executive presentations, dashboards, reports, and briefing documents.
• Translating strategic conversations into polished business communications.
• Synthesizing information from multiple sources into concise executive summaries.
• Producing professional materials that support leadership effectiveness.

Coordinate Travel, Events, and Logistics

You'll ensure flawless execution of executive activities by:

• Managing travel arrangements, accommodations, itineraries, and expenses.
• Developing contingency plans and proactively addressing disruptions.
• Ensuring seamless logistics for internal and external commitments.
• Coordinating all relevant logistics for conferences, events, and speaking engagements.

Support Strategic Initiatives and Operations

You'll contribute beyond traditional executive support by:

• Assisting with special projects and strategic priorities.
• Conducting research to support executive decision-making.
• Monitoring timelines and providing status updates for any project activities you are supporting.
• Maintaining organized executive records and documentation systems.

Office Management

• Take proactive ownership of the office to ensure the employees and visitors are welcomed and tended to, the office is tidy, and meeting rooms are cleaned up after meetings.
• Organize the office, maintain adequate office supply and technology inventory, and receive and return technology assets from/to head office.
• Work on-site on anchor office days (i.e., 1 or more designated days per week).
• Help support the desired company and office culture.

What You’ll Bring

We're looking for a professional who combines exceptional organization with strong business judgment and executive presence.

You’ll likely have:

• 7+ years supporting senior executives, ideally a CEO, President, Managing Partner, or other C-suite leaders.
• Experience operating in fast-paced, high-accountability environments.
• Exceptional organizational and priority-management skills.
• Outstanding verbal and written communication abilities.
• Demonstrated discretion and experience handling confidential information.
• Strong relationship-building and stakeholder-management capabilities.
• Experience coordinating multiple priorities simultaneously.
• Advanced proficiency with Microsoft 365, including Outlook, Teams, Word, PowerPoint, Excel, SharePoint, and Copilot.
• Experience with CRM systems, project tracking tools, and virtual meeting platforms.
• Post-secondary education or an equivalent combination of education and experience.
• Experience supporting board governance activities is considered an asset.

You’ll Thrive Here If You...

• Anticipate needs before they are expressed.
• Stay calm and composed under pressure.
• Balance attention to detail with a strategic mindset.
• Exercise exceptional judgment and discretion.
• Build trust through reliability, professionalism, and follow-through.
• Enjoy bringing structure to complex situations.
• Take ownership and pride in delivering an exceptional experience.
• Adapt quickly as priorities evolve.
• Naturally build strong relationships across all levels of an organization.

How Success Is Measured

Success in this role will be demonstrated through:

• Effective management of executive time, priorities, and commitments.
• Exceptional meeting preparation and follow-through.
• Timely, accurate, and professional communication.
• Strong relationships with internal and external stakeholders.
• Seamless execution of executive support activities.
• Proactive identification and resolution of challenges.
• Continuous improvement of executive office processes.
• Consistent protection of confidential information.

Why Aeternus?

At Aeternus, we believe meaningful impact happens when talented people are empowered to do their best work.

You’ll join a collaborative, high-performing team dedicated to helping clients and colleagues navigate complex decisions with confidence. You’ll work directly alongside senior leadership, gain exposure to strategic initiatives, and play a critical role in supporting the continued growth of the organization.

If you're looking for an opportunity where you'll be trusted, challenged, and valued as a true partner to executive leadership, we'd love to meet you.

Aeternus is proud to be an equal opportunity employer. We are committed to building an inclusive environment where all individuals feel respected, supported, and empowered to succeed.