Executive Assistant to the Chief Investment Officer

Summit Search Group; Toronto; On-site; CAD 70,000 - 90,000; Full time

Job summary

A private holding company based in Toronto is seeking a highly organized Executive Assistant to support the Chief Investment Officer. The role requires managing schedules, preparing documentation, and coordinating team activities, requiring strong communication and organizational skills. Ideal for applicants with over 10 years of experience supporting senior executives, especially within financial services. This position fosters a collaborative and proactive work environment.

Qualifications

• Proven experience in handling confidential information with discretion.
• Ability to work independently and collaboratively in a fast-paced environment.
• Experience in financial services or investment management is preferred.

Responsibilities

• Manage the CIO’s calendar and schedule meetings.
• Coordinate and prepare materials for meetings.
• Track and prioritize action items for the CIO.
• Provide administrative assistance to the investments team.
• Assist with onboarding new team members.
• Support team-wide initiatives and stakeholder communications.
• Liaise with internal departments to support the CIO.

Skills

Confidential information handling

Team collaboration

Proactive process enhancement

Organizational skills

Written communication

Verbal communication

Microsoft Office Suite proficiency

Time management

Education

10+ years as Executive Assistant

Tools

Calendar management tools

Job description

Executive Assistant to the Chief Investment Officer

Our client is a private holding company.

Position Scope

Our client is seeking a highly organized and proactive Executive Assistant to support the Chief Investment Officer (CIO). This role requires exceptional communication skills, attention to detail, and the ability to manage multiple priorities. As part of the CIO support role, the EA will play a key role helping to improve and align processes and organize the investment team at the organization.

Responsibilities

• Manage the CIO’s calendar, including scheduling meetings, calls, and travel arrangements.
• Coordinate and help prepare briefing materials, agendas, and follow-up documentation for meetings.
• Track and prioritize action items, ensuring timely follow-up and completion.
• Provide administrative assistance to the investments team, including meeting coordination, expense reporting, and document preparation.
• Assist with onboarding new team members and coordinating team logistics.
• Support team-wide initiatives such as offsites, reporting cycles, and stakeholder communications.
• Liaise with internal departments (HR, Finance, Legal, IT) to facilitate CIO and team needs.
• Maintain and organize files, records, and databases relevant to investment operations.
• Assist with special projects as requested.

Required Skills and Knowledge

• Ability to handle confidential information with discretion and professionalism.
• Collaborative, team mindset.
• Proactive, self-starter, ability to identify opportunities to enhance processes.
• Strong organizational and time management skills.
• Excellent written and verbal communication abilities.
• Proficiency in Microsoft Office Suite and calendar management tools.
• Ability to work independently and collaboratively in a dynamic environment.
• Experience in financial services or investment management preferred.

Education and Experience

• 10+ years of proven experience as an Executive Assistant supporting senior executives.

Summit Search Group is a fair and equitable search firm. We welcome and encourage applications from people with disabilities. Accommodations are available on request for candidates taking part in all aspects of the recruitment and selection process.