Executive Assistant to the Senior Executive Vice President, IT

The Citco Group Limited; Toronto; On-site; CAD 63,000 - 85,000; Full time

Benefits offered by this job

Flexible working arrangements

Benefits package

Education support

Job summary

Citco is seeking an experienced Executive Assistant to support the Senior Executive Vice President (IT) in a globally distributed technology environment. This high-visibility role demands discretion, strong judgment, and the ability to coordinate complex schedules across time zones.

You will provide executive support, track strategic initiatives, and liaise with IT leaders and other EAs to ensure smooth operations and timely updates.

Qualifications

• University degree required.
• 5+ years of experience in an Executive Assistant role, ideally supporting C-suite or senior leadership in IT/financial services.
• Experience in project coordination or PM support with tracking milestones and deliverables.
• Solid understanding of IT terminology, concepts and environments.
• Experience attending executive meetings and producing quality minutes.
• Proficient in Microsoft Office; familiarity with Jira, ServiceNow or MS Project.
• Ability to exercise sound judgment and work independently in a high-pressure setting.
• Strong organizational and time management skills with attention to detail.

Responsibilities

• Serve as the primary point of contact for the SEVP, managing their schedule, communications and priorities.
• Manage complex calendars across time zones and resolve conflicts.
• Attend meetings with the SEVP, capture decisions and action items, ensure accountability.
• Prepare briefing materials, presentations, reports and correspondence.
• Handle confidential information with discretion.
• Coordinate domestic and international travel and process expense reports.
• Track progress on IT initiatives and coordinate with project owners.
• Support IT leadership reviews, board updates and executive briefings.
• Liaise between SEVP and stakeholders; coordinate onboarding for IT leadership.
• Organize executive meetings, leadership forums and town halls; distribute minutes.

Skills

Executive support

Project coordination

Discretion & judgement

Communication skills

Microsoft Office Suite

IT terminology familiarity

Stakeholder liaison

Time management

Education

University degree

Tools

Jira

ServiceNow

Microsoft Project

Job description

JOB DESCRIPTION

Citco is a global leader in fund services, corporate governance and related asset services with staff across 50 office locations worldwide. With more than $1.8 trillion in assets under administration, we deliver end-to-end solutions and exceptional service to meet our clients' needs.

About Citco

Citco is a global leader in fund services, corporate governance and related asset services with staff across 50 office locations worldwide. With more than $1.8 trillion in assets under administration, we deliver end-to-end solutions and exceptional service to meet our clients' needs.

For more information about Citco, please visit www.citco.com

Job Summary

As a trusted partner to the Senior Executive Vice President (SEVP) of IT, you will provide high-level executive and operational support to one of Citco's most senior technology leaders. This is a highly visible role requiring exceptional judgment, discretion, and the ability to operate effectively in a fast-paced, global technology environment. In addition to traditional executive support, you will actively participate in key meetings alongside the SEVP, assist in tracking strategic initiatives, and serve as a critical liaison across IT leadership and the broader organization. You will also collaborate with EAs across departments to ensure seamless office administration.

Responsibilities

Your Role

Executive Support

• Serve as the primary point of contact for the SEVP, managing all aspects of their professional schedule, communications, and priorities
• Manage complex, high-volume calendars across multiple time zones, proactively resolving scheduling conflicts
• Attend meetings with the SEVP, capturing key decisions, action items, and follow-ups, and ensuring accountability across stakeholders
• Prepare briefing materials, executive presentations, reports, and correspondence on behalf of the SEVP
• Handle highly confidential and sensitive information with the utmost discretion
• Coordinate all domestic and international travel arrangements and process expense reports in a timely manner

IT Strategic & Project Support

• Support the SEVP in tracking progress against strategic IT initiatives, flagging risks or delays and coordinating follow-up with project owners
• Maintain visibility into key IT project milestones and action items, working with project managers and team leads to ensure timely updates
• Assist in preparing materials for IT leadership reviews, board updates, and executive briefings
• Leverage familiarity with IT terminology, tools, and processes to communicate effectively with technical stakeholders and anticipate the SEVP's needs
• Utilize project management and IT service tools (e.g., Jira, ServiceNow, Microsoft Project) to track deliverables and department activities

IT Department Coordination

• Act as a key liaison between the SEVP and internal/external stakeholders, ensuring clear and timely communication
• Coordinate onboarding logistics for senior IT team members and new leadership hires
• Support the coordination of IT department communications, announcements, and organizational updates

Meeting & Event Management

• Organize and manage executive-level meetings, IT leadership forums, town halls, and off-site events
• Attend and actively participate in SEVP-led meetings; distribute accurate minutes and track action items to completion
• Coordinate efforts among all EAs within both offices to ensure equitable distribution of responsibilities and consistent standards

Office & Team Coordination

• Collaborate with EAs across departments to manage shared office administration responsibilities
• Coordinate team social and engagement activities across offices to foster a positive team culture
• Provide general administrative support including document management, correspondence, and office logistics as needed

Qualifications

About You

• University degree required
• 5+ years of experience in an Executive Assistant role, ideally supporting C-suite or senior executive leadership within an IT, financial services, or professional services environment
• Demonstrated experience in project coordination or project management support, with the ability to track milestones, manage timelines, and follow up on deliverables
• Solid understanding of IT terminology, concepts, and environments — you are comfortable in conversations about infrastructure, software delivery, cybersecurity, and technology strategy
• Experience attending executive‑level meetings and producing high‑quality minutes and action item summaries
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) at an intermediate to advanced level
• Familiarity with project management and IT service tools such as Jira, ServiceNow, Microsoft Project, or similar platforms
• Proven ability to exercise sound judgment, take initiative, and work independently in a dynamic, high‑pressure environment
• Superior organizational and time management skills with exceptional attention to detail
• Strong oral and written business communication skills, with the ability to interact confidently at all levels of the organization
• High degree of professionalism, integrity, and discretion when handling sensitive information

Salary Range

Salary Range: CAD $63,000 - CAD $85,000

• This position is not for an existing vacancy; we are building a candidate pool for future opportunities.

Our Benefits

Your well being is of paramount importance to us, and central to our success. We provide a range of benefits, training and education support, and flexible working arrangements to help you achieve success in your career while balancing personal needs. Ask us about specific benefits in your location.

We embrace diversity, prioritizing the hiring of people from diverse backgrounds. Our inclusive culture is a source of pride and strength, fostering innovation and mutual respect.

Citco welcomes and encourages applications from people with disabilities. Accommodations are available upon request for candidates taking part in all aspects of the selection.