Executive Assistant to the CEO

Yorktown Search Partners; Toronto; On-site; CAD 70,000 - 90,000; Full time

Job summary

A boutique investment firm is seeking a highly skilled Executive Assistant to support the CEO. This role involves managing communications and schedules, planning travel, and supporting key projects. The ideal candidate has over 5 years of experience, exceptional organizational skills, and the ability to handle sensitive information. This opportunity offers a dynamic work environment and contributions to strategic initiatives.

Benefits

Competitive salary with performance-based bonuses

Comprehensive health and wellness benefits

Opportunities for professional development and growth

Flexible working environment, including remote options

Qualifications

• Minimum 5+ years of experience as an Executive Assistant to C-suite executives.
• Familiarity with AI tools and scheduling platforms is preferred.

Responsibilities

• Manage the CEO's schedule, communications, and priorities.
• Plan and execute comprehensive travel itineraries.
• Track and report on key projects.

Skills

Exceptional organizational skills

Proactive mindset

Strong verbal and written communication skills

Attention to detail

Education

Bachelor's degree or equivalent

MBA or related experience in finance or corporate management

Tools

Microsoft Office Suite

Google Workspace

CRM software

AI tools (Otter.ai, Calendly, Grammarly)

Job description

About the job Executive Assistant to the CEO

About the Company

A rapidly growing, boutique investment firm specializing in M&A advisory, corporate finance, and strategic deal-making is seeking a highly skilled Executive Assistant to support the CEO. The firm is recognized for its elite service, visionary leadership, and commitment to excellence. This role offers a unique opportunity to work alongside a dynamic executive and contribute to the firm's strategic initiatives and operational success.

Position Summary

Yorktown Search Partners is conducting a confidential search on behalf of its client for a dynamic, high-performing Executive Assistant who will act as a trusted partner to the CEO. The ideal candidate will have exceptional organizational skills, a proactive mindset, and the ability to operate at a high level. This role requires someone who thrives in a fast-paced environment, anticipates needs, and handles sensitive information with discretion.

You will manage the CEOs schedule, communications, and priorities while ensuring seamless operations that align with the firms strategic vision. Your contributions will directly impact the growth and legacy of one of the most ambitious boutique investment firms in the industry.

Key Responsibilities

1. Strategic Communication Management

• Manage the CEOs inbox to ensure zero unread emails by 8 AM and 5 PM daily.
• Respond to routine and high-priority emails on behalf of the CEO using approved templates.
• Draft and proofread executive-level communications.
• Coordinate and maintain relationships with high-profile clients, investors, and global stakeholders.
• Ensure timely follow-ups and responses to key contacts.
• Maintain and optimize the CEOs dynamic calendar with precision.
• Schedule and prioritize high-impact meetings aligned with strategic objectives.
• Balance professional, personal, and family commitments with seamless scheduling.
• Conduct six-week calendar reviews to identify and mitigate conflicts.

3. High-Level Travel Coordination

• Plan and execute comprehensive travel itineraries, ensuring productivity and ease.
• Book flights, accommodations, and ground transportation aligned with CEO preferences.
• Maintain a "travel command center" with real-time updates and solutions.
• Prepare detailed meeting agendas, pre-read materials, and post-meeting summaries.
• Coordinate and manage quarterly reviews with department leads, investors, and stakeholders.
• Take ownership of follow-ups and ensure action items are completed on time.

5. Project and Initiative Support

• Track and report on key projects, ensuring the CEO is updated on milestones.
• Anticipate challenges and proactively offer solutions.
• Collaborate with team members to drive initiatives forward.

6. Brand and Legacy Development

• Manage the CEOs public relations schedule, including media appearances and speaking engagements.
• Support content creation for thought leadership articles, social media, and public events.
• Ensure every interaction and communication reflects the firm's elite brand.

Qualifications

Required Skills and Experience

• Bachelors degree or equivalent experience; MBA or related experience in finance or corporate management is a plus.
• Minimum 5+ years of experience as an Executive Assistant to C-suite executives.
• Exceptional organizational and multitasking skills, with attention to detail.
• Proficiency in advanced tools such as Microsoft Office Suite, Google Workspace, and CRM software.
• Familiarity with AI tools (e.g., Otter.ai, Calendly, Grammarly) and scheduling platforms.

Personal Attributes

• Strategic Mindset: Ability to align daily activities with long-term business goals.
• Proactive Problem Solver: Anticipate needs and present solutions before issues arise.
• Exceptional Communicator: Strong verbal and written communication skills, with a focus on clarity and professionalism.
• Confidentiality Expert: Maintain discretion with sensitive information.
• Relationship Builder: Comfortable interacting with high-profile stakeholders.
• Growth-Oriented: Thrives in a fast-paced, high-performance environment.

Key Performance Indicators (KPIs)

• Calendar Optimization: Maintain a conflict-free, dynamic schedule with 20% buffer time.
• Travel ROI: Ensure every trip contributes measurable outcomes to strategic goals.
• Meeting Effectiveness: 100% of meetings have clear agendas, outcomes, and follow-ups.

Why Join Us?

• Work with Visionaries: Be at the forefront of global finance with a firm committed to excellence.
• High-Impact Role: Directly contribute to the firms growth and strategic initiatives.
• Elite Professional Development: Operate at a high level, developing skills in leadership, strategy, and execution.
• Innovative Culture: Be part of a forward-thinking, AI-driven, and growth-focused organization.

Compensation and Benefits

• Competitive salary with performance-based bonuses.
• Comprehensive health and wellness benefits.
• Opportunities for professional development and growth.
• Flexible working environment, including remote options.

How to Apply

If you are an ambitious, detail-oriented professional looking to work with a visionary leader, we want to hear from you. Please submit your resume and a cover letter detailing your experience and how you can contribute to the firms success.