Executive Assistant to President & CEO

Recruiting In Motion; Toronto; On-site; CAD 70,000 - 90,000; Full time

Job summary

A leading executive search firm in Toronto is seeking an experienced Executive Assistant to the President & CEO. This role involves providing high-level administrative support, managing schedules, and ensuring effective Board coordination. The ideal candidate has over 5 years of experience supporting executives and possesses strong organizational and communication skills. Candidates should be proficient in Microsoft Office and maintain professionalism in confidential environments.

Qualifications

• 5+ years of experience supporting a CEO and Board of Directors.
• Strong knowledge of corporate governance and board operations.
• Ability to handle confidential information with sound judgment.

Responsibilities

• Manage the President & CEO’s calendar, travel, and meetings.
• Prepare briefing materials, correspondence, and presentations.
• Facilitate communication between the President & CEO and Board members.

Skills

Organization

Communication

Writing skills

Professionalism

Discretion

Tools

Microsoft Office

SharePoint

Teams

Zoom

Board management tools

Job description

Executive Assistant to the President & CEO

Overview

The Executive Assistant provides high-level administrative and governance support to the President & CEO and the Board of Directors. This role ensures the smooth operation of the Office of the President, effective Board coordination, and strong governance practices.

Key Responsibilities

• Manage the President & CEO’s calendar, travel, meetings, and priorities.
• Prepare briefing materials, correspondence, and presentations.
• Serve as the main contact for the Office of the President, handling inquiries with professionalism and discretion.
• Anticipate needs, track follow-ups, and support timely decision-making.
• Plan and coordinate all Board and committee meetings, including agendas, materials, minutes, and logistics.
• Maintain corporate records, governance documents, and filings in compliance with legal requirements.
• Manage the Board portal and onboarding process.
• Facilitate communication between the President & CEO, Board members, and senior leadership.

Qualifications

• 5+ years of experience supporting a CEO and Board of Directors.
• Strong knowledge of corporate governance and board operations.
• Exceptional organization, communication, and writing skills.
• Proficient in Microsoft Office, SharePoint, Teams, Zoom, and Board management tools.
• Professionalism, discretion, and sound judgment in handling confidential information.
• Calm, adaptable, and proactive in a fast-paced environment.

Additional Information

Occasional work outside regular hours may be required to support Board or executive activities.