Executive Assistant to the CEO

Lightworks; Toronto; Hybrid; CAD 90,000 - 130,000; Full time

Benefits offered by this job

Full benefits package

Hybrid flexibility (Toronto)

Direct collaboration with CEO

Job summary

Lightworks seeks an Executive Assistant to the CEO to act as a trusted right hand, managing the CEO’s time, priorities, and information flow. You will work autonomously with discretion on sensitive client, board, and company information, collaborating with the leadership team, clients, and board members.

In this role you will coordinate board meetings, oversee contracts and vendor coordination, and own special projects for the CEO. Hybrid work is based out of the Toronto office.

Qualifications

• 10+ years supporting a CEO, founder, or senior executive
• Proven track record managing complex calendars, travel, and competing priorities
• Experience working with boards, investors, or C-suite stakeholders

Responsibilities

• Manage a complex, multi-time-zone calendar and prioritize engagements
• Triage CEO inbox, draft responses, and prepare briefing materials
• Coordinate domestic and international travel, visas, and accommodations
• Take notes, track actions, and follow up with stakeholders to ensure completion
• Maintain confidentiality across company, client, and personal matters

Skills

Organizational skills

Written and verbal communication

AI tools experience (Claude)

Microsoft 365 proficiency

Calendar management

Travel booking

Tools

Claude AI

Microsoft 365

Job description

Lightworks is a global firm that integrates consequential technologies and bolsters mission-critical programs. Launched in the AI era, Lightworks is powered by people who have spent decades implementing net-new and highly iterative technologies at scale across banking, insurance, telecommunications, and public infrastructure.

Our team brings deep engineering expertise and first-hand knowledge of how organizations operate, distribute change at scale, and manage risk. We specialize in control plane engineering, bolstering mission-critical programs, modernization, and scaling emergent technologies.

THE ROLE

The Executive Assistant to the CEO is a high-trust, high-judgment role. You'll act as a trusted right hand who keeps the CEO’s time, priorities, and information flow running smoothly, so he can stay focused on clients, the board, and growing the firm.

This is not a scheduling-only role. You'll operate with significant autonomy, exercise sound judgment on the CEO's behalf, and be trusted with sensitive client, board, and company information. You'll work closely with the leadership team, clients, and board members, and will often be the first point of contact representing Lightworks and its CEO.

WHAT YOU WILL DO

Calendar & Communications

• Manage a complex, fast-moving calendar across multiple time zones and client engagements, proactively resolving conflicts
• Triage and manage the CEO's inbox, flagging priorities and drafting responses on CEO’s behalf
• Prepare briefing materials, agendas, and talking points ahead of key meetings

Travel & Logistics

• Coordinate complex domestic and international travel itineraries, including flights, accommodations, visas, and ground transport
• Manage expense reporting and reconcile travel and business expenses
• Anticipate and resolve travel disruptions in real time

Meetings & Stakeholder Support

• Coordinate scheduling and logistics for board meetings, client engagements, and leadership offsites
• Take notes, track action items, and follow up to ensure timely completion
• Liaise professionally and discreetly with clients, board members, investors, and senior executives

Office & Operations

• Support day-to-day executive operations, including contracts, vendor coordination, and ad hoc administrative needs
• Own special projects and initiatives on behalf of the CEO as they arise
• Maintain strict confidentiality across all company, client, and personal matters

WHAT WE LOOK FOR

Experience

• 10+ years supporting a CEO, founder, or senior executive, ideally within professional services, consulting, or a fast-growing company
• Track record of managing complex calendars, travel, and competing priorities with minimal oversight
• Experience working directly with boards, investors, or C-suite stakeholders

Skills

• Exceptional organizational skills and meticulous attention to detail
• Strong written and verbal communication, with the judgment to represent the CEO professionally
• Comfortable using AI tools (such as Claude) day to day, along with Microsoft 365, calendar management, and travel booking tools

Communication & Culture Fit

• Absolute discretion and trustworthiness with confidential and sensitive information
• Calm, resourceful, and solutions-oriented under pressure and shifting priorities
• Proactive - anticipates needs before being asked, and comfortable operating with significant autonomy
• Flexibility for occasional evening and weekend work when priorities require it

WHAT WE OFFER

• Competitive compensation, aligned with industry standards
• Full benefits package
• Direct, close collaboration with the CEO and Lightworks leadership team
• A front-row seat to how a fast-growing, global consulting firm operates and scales
• Hybrid flexibility based out of our Toronto office