Senior Executive Assistant

GuruLink; Toronto; On-site; CAD 70,000 - 90,000; Full time

Job summary

An innovative AI startup in Toronto is seeking a Senior Executive Assistant to support the Founder and CTO. This role involves managing office operations, facilitating communications, and establishing efficient processes for a high-growth environment. The ideal candidate will have over 5 years of experience in executive support, be detail-oriented, and have a tech-forward mindset. This is an exciting opportunity to shape the operations of a fast-growing company.

Responsibilities

• Provide high-touch support to the Founder.
• Coordinate communications with the CTO and leadership team.
• Manage office operations at the Toronto HQ.
• Establish and refine processes for team workflows.

Skills

5+ years of experience supporting senior executives

Experience supporting technical leaders (CTOs, founders)

Attention to detail

Trustworthiness handling sensitive information

Organized and efficient

Proactive problem solver

Excellent communication skills

Tech-forward mindset

Tools

Google Workspace

Slack

Notion

Jira

Confluence

Job description

Overview

Location: Toronto, Ontario

Our client is an early-stage AI startup based in Toronto, building a new kind of business software powered by artificial intelligence. Their platform helps companies work smarter by streamlining operations, connecting data, and uncovering insights that normally take months to discover. As one of our first hires, you’ll be joining at the ground floor — working side by side with the founding team to shape not just your role, but how the company itself runs and grows.

The Role

We’re looking for a Senior Executive Assistant to work closely with the Founder and CTO, while also supporting the broader team and general company operations. You’ll act as a strategic partner and operational backbone — ensuring our leadership can focus on product and growth while you drive the systems, processes, and logistics that keep the company running smoothly.

This is a rare opportunity to establish the foundation for how a high-growth startup operates day to day.

What You’ll Do

• Provide high-touch support to the Founder (calendar, travel, inbox, prioritization).
• Partner with the CTO and leadership team on coordination, communications, and follow-through.
• Support investor, board, and customer interactions with polished communications and logistics.
• Own team logistics: coordinate travel, off-sites, on-sites, team lunches, and events.
• Oversee internal administration: onboarding/offboarding employees, organizing SaaS tools, managing receipts, and supporting business systems.
• Manage office operations at our Toronto HQ.
• Establish and refine processes and best practices for scheduling, communications, meeting cadence, and team workflows.
• Prepare agendas, capture action items, and track accountability for leadership meetings.
• Contribute to recruiting, onboarding, and cultural initiatives that strengthen the team.

Must Have Skills

• 5+ years of experience supporting senior executives in a high-growth and/or early-stage startup environment.
• Proven experience supporting technical leaders (CTOs, founders, or product/engineering executives).
• Background in People Operations, Internal Admin, or Executive Support in a fast-paced company.
• Highly attentive and detail-oriented; nothing slips through the cracks.
• Extremely trustworthy; comfortable handling sensitive and confidential information.
• Organized and efficient, thriving in fast-moving environments with many competing priorities.
• Proactive problem solver who learns quickly and can synthesize complex information clearly.
• Excellent communicator with strong judgment and emotional intelligence.
• Tech-forward mindset: fluent in Google Workspace, Slack, Notion (or similar).

Nice to Have Skills

• Experience using AI tools to automate tasks and streamline workflows
• Background in operations, project management, or recruiting coordination.
• Exposure to enterprise software, SaaS, or AI/ML industries.
• Project management experience and exposure to tools like Jira and Confluence are a bonus.