Sr. Executive Assistant

Viral-Natio; Toronto; On-site; CAD 85,000 - 105,000; Full time

Benefits offered by this job

Comprehensive benefits

Total rewards package

Job summary

Viral Nation, Toronto-based agency, is seeking a Sr. Executive Assistant to support the executive team with day-to-day coordination, calendars, travel, and project management.

This role requires discretion, superb organizational skills, and the ability to juggle multiple priorities in a fast-paced environment. You will partner with co-founders and cross-functional teams, manage communications, prepare meetings, and help optimize office operations while upholding confidentiality and professional

Qualifications

• Experience supporting multiple C-suite executives.
• Proven ability to juggle and prioritize multiple tasks and projects.
• Excellent verbal and written communication skills.
• Ability to work under pressure and meet tight deadlines.
• Strong organizational skills and acute attention to detail.
• Discretion and confidentiality in handling sensitive documents.

Responsibilities

• Lead and facilitate the rhythm of the company as defined by executives.
• Coordinate and lead physical operations including vendor relationships and office upkeep.
• Manage budgets related to travel, office supplies and incidental expenses.
• Coordinate daily calendars of the Co-Founders.
• Plan company appointments and local in-office events.
• Act as the point of contact between executive team and employees/clients.
• Arrange travel for the senior leadership team.
• Respond to executive queries promptly.
• Facilitate internal communications and schedule presentations.
• Suggest efficient office processes and troubleshoot issues.
• Draft and send communications on behalf of executives.
• Organize meetings and logistics, including minutes.

Skills

C-suite support

Project management

Time management

Communication skills

Confidentiality

G-Suite proficiency

Team coordination

Tools

G-Suite

Job description

At Viral Nation, we specialize in building social-first ecosystems for brands to connect with the modern consumer journey. Our integrated solutions align strategy, talent, media, and technology with culturally relevant creativity to scale the world’s fastest-growing digital brands. Viral Nation offers a fluid, creative, and growth-oriented environment that will support your ambitions to apply your talents in an open, collaborative, and fast-paced culture. Our ability to stay at the forefront of the industry has fuelled our success and will guide us in paving the path forward. We’re driven to push boundaries and think beyond today to deliver strategies, and we’re just getting started.

While we continuously exceed our goals, we need your help – our success is only as great as our people. Strong performance leads to high expectations, and we must keep raising the bar!

Viral Nation is looking for an energetic, dynamic, proactive individual to join the team. The Sr. Executive Assistant will assist with day-to-day coordination, critical tasks and project management in order to support the larger corporate team.

Responsibilities:

• Lead and facilitate the successful rhythm of the company (RoC) for Viral Nation as defined and directed by company executives
• Coordinate and lead physical operations where assigned including managing vendor relationships, reception, maintenance and cleaning, etc.
• Responsible management and efficiencies surrounding budgets relating to travel, office supplies, incidental expenses, etc.
• Coordinates the daily calendars of company Co-Founders
• Plan Company appointments and local in office events
• Act as the point of contact between the executive team and employees/clients
• Makes travel arrangements for the senior leadership team
• Responds promptly to executive queries
• Facilitates internal communication (e.g. distribute information and schedule presentations)
• Suggests more efficient ways to run the office and troubleshoots malfunctions
• Drafts, reviews and sends communications on behalf of company executives
• Organizes and prepares for meetings, including gathering documents and attending to logistics of meetings
• Communication management: handling email responses, responding to or redirecting them as appropriate.
• Meeting coordination: Assisting in the preparation and coordination of meetings, including scheduling, sending out meeting invites, preparing agendas, taking minutes
• Independently organize and produce both in-person & virtual meetings and conferences, typically in Google
• Project management: Create and/or modify high quality presentations, reports, and letters, with a high attention to detail, using Google Suite
• Document prep: Drafting, proofreading, presentations
• Team coordination and support: supporting the team by facilitating collaboration, resolving conflicts, providing guidance and support, and fostering a positive and productive team environment

Qualifications:

• Experience supporting multiple C-suite executives
• Previous experience with various project management tactics and tools
• Proven ability to successfully juggle and prioritize multiple tasks and projects simultaneously
• Exceptional time management and organizational skills with acute attention to detail
• Excellent verbal and written communication skills
• Ability to work under pressure and manage priorities
• Ability to work in a team environment, meet tight deadlines, and work on several projects simultaneously
• Ability to exercise discretion and confidentiality; adept at handling sensitive documents and information
• Thrive in a fast-paced, quickly changing, growth environment with an optimistic approach to work and life
• Excellent verbal and written communication.
• Experience using G-Suite and other applications
• Strong project management skills; one who thinks ahead and anticipates needs
• High attention to detail and strong organizational skills

This role has an annual salary range of$85,000 to $105,000.

This range reflects the full scope and progression of the role, from building capability to operating with sustained impact at a higher level. In addition to base salary, we offer a comprehensive benefits and total rewards package designed to support our team as they grow with us.

Where an offer falls within this range is determined through the interview process. Candidates are benchmarked by the hiring team based on role scope, relevant experience, skill alignment, and expected impact, using consistent and objective criteria.

Compensation Philosophy:

At Viral Nation, compensation is structured, performance-led, and market-aligned. Pay decisions are intentional, based on role requirements, performance, and market alignment by country, and are set to maintain internal pay equity across comparable roles and levels.

Compensation progression is tied to demonstrated performance, expanded scope, and sustained contribution over time, not tenure alone. Employee compensation is reviewed regularly through formal performance reviews and check-ins to ensure alignment with role expectations and impact.

AI in Recruitment:

Viral Nation does not use AI-enabled tools to screen, assess, rank, or select candidates – our hiring teams make all hiring decisions. AI note-taking tools may be used during interviews.

DEI Commitment:

Viral Nation is committed to diversity, equity and inclusion in our agency. Viral Nation welcomes applications from people with visible and non-visible disabilities. Accommodations are available on request for candidates taking part in all aspects of the recruiting and selection process.