Executive Assistant to the Executive Team

Alphabyte; Vaughan; Hybrid; CAD 75,000 - 95,000; Full time

Job summary

Alphabyte Solutions, a Toronto-based data and AI consultancy, is seeking an Executive Assistant to support the executive team. You will manage calendars, handle correspondence, and keep the office running in a hybrid Vaughan, Ontario setting.

Daily use of Claude and other AI tools for triage, drafting and research is expected, along with coordinating hiring, contracts and payments as the company grows. Valid driver’s license and proximity to Vaughan are preferred.

Qualifications

• Experience as an Executive Assistant to a founder, partner or senior executive is a strong asset.
• Clear, professional writing is essential.
• Daily use of AI tools such as Claude for triage, drafting and research; comfortable with simple automations.
• Requires a valid driver’s license and access to a car, Vaughan resident preferred.

Responsibilities

• Manage calendars for the executive team and book meetings with clients and advisors.
• Handle executive correspondence and follow up until closure.
• Prepare a one-page brief before key meetings and document recurring processes.
• Run the office day-to-day; coordinate with vendors in Vaughan.
• Track contracts, assemble RFP submissions, and coordinate hiring processes as we grow.
• Assist invoicing, accounts receivable, and gather documents for accountants.

Skills

Organizing

Ownership

Writing

AI tooling

Discretion

Driver's license

EA experience

Job description

Alphabyte Solutions is a Toronto-based data and AI consultancy. We a boutique firm growing quickly. We serve mid-market and enterprise clients across North America. We are a Microsoft Solutions Partner and a member of the Claude Partner Network.

ABOUT THE ROLE

This is a new role. You report to our executive team. You keep the executives focused on clients and delivery. You own their scheduling and correspondence, you run the office, and you use AI tools daily.

WHAT YOU WILL DO

Scheduling and communication

• Manage calendars for the executive team. Book meetings with clients, advisors and counsel.
• Manage executive correspondence and follow up until each item is closed.
• Prepare a one-page brief before key meetings.
• Document recurring processes into written playbooks.

Office

• Run the office day to day. You are the point person for anything the office needs.
• Book and manage office cleaning and other local vendors in Vaughan.
• Order office supplies and keep the office running.
• Coordinate with our bank, insurers and service providers.

Contracts, proposals and hiring

• Track contracts through signature, legal review and renewal.
• Assemble Request for Proposal (RFP) submissions. Monitor bid portals, run the compliance checklist, package documents and track deadlines.
• Coordinate interviews, offers and onboarding as we grow the sales team.

Finance support

• Support invoicing and accounts receivable.
• Gather documents for our accountants and tax advisors.
• Support payroll administration and collect contractor paperwork.

WHAT YOU BRING

• You love organizing and you take ownership. When something is yours, it gets done without chasing.
• Clear, professional writing.
• Daily use of AI tools such as Claude for triage, drafting and research, and comfort setting up simple automations.
• Sound judgment and discretion. You handle confidential information every day.
• Required: a valid driver's licence and access to a car. You live in or near Vaughan.
• Experience as an Executive Assistant (EA) to a founder, partner or senior executive is a strong asset. So is proposal or bid coordination, especially for public-sector clients.

LOCATION AND HOURS

Hybrid: 3 to 4 days a week in our Vaughan, Ontario office, the rest remote. Standard business hours.

COMPENSATION

C$75,000 to C$95,000 base salary, based on experience, plus benefits.