Strategic Executive Assistant to the COO | Hybrid Toronto

Banyan Software; Toronto; Hybrid; CAD 110,000 - 125,000; Full time

Benefits offered by this job

Annual bonus

Equity

Job summary

Banyan Software seeks an Executive Assistant to support the Chief Operating Officer. Hybrid work from Toronto three days a week, strong calendar, travel, and meeting management are essential.

You will develop a deep understanding of the COO's priorities and operate across People, Legal, IT, Communications, and the Foundation. The role blends traditional executive support with elements of a chief of staff, using AI tools to improve efficiency and scale.

Qualifications

• 5+ years of admin support for C-level executives.
• Experience tracking progress against OKRs and KPIs.
• Demonstrated use of AI tools in daily work.
• Advanced Microsoft Office and presentation skills.
• Strong written and interpersonal communication.
• Discretion, judgment, and confidentiality.

Responsibilities

• Priorities and OKRs. Develop and maintain knowledge of COO priorities and OKRs; prioritize inbound requests and keep focus on quarterly goals.
• Cross-functional coordination. Connect leaders across People, Legal, IT, Communications, and Foundations to advance workstreams.
• Progress visibility. Maintain up-to-date view of progress and flag risks before deadlines.
• Calendar management. Proactively manage the COO's calendar, prepare for commitments with context.
• Corporate Operating Calendar. Coordinate meetings, agendas, materials, and pre-reads for board and leadership meetings.
• Operating mechanisms and process improvement. Maintain templates and cadences; suggest improvements.
• Action tracking and accountability. Track actions for the COO and direct reports and ensure follow-through.
• Deadlines and milestones. Anticipate critical deadlines and ensure preparedness.
• Information, materials, and correspondence. Prepare materials and draft communications for the COO.
• AI-enabled ways of working. Apply AI tools to recurring tasks, dashboards, and note synthesis.
• Stakeholder liaison. Act as a professional liaison between the COO and internal/external stakeholders.
• Travel. Plan travel arrangements and optimize schedules.
• Corporate and Foundation events. Support planning of corporate events and Banyan Foundation activities.
• General administrative support. Provide routine and non-routine support and drive process improvements.

Skills

Executive support

OKR tracking

AI fluency

MS Office

Calendar management

Communication

Organization

Stakeholder liaison

Job description

Banyan Software seeks an Executive Assistant to support the Chief Operating Officer. Hybrid work from Toronto three days a week, strong calendar, travel, and meeting management are essential.

You will develop a deep understanding of the COO's priorities and operate across People, Legal, IT, Communications, and the Foundation. The role blends traditional executive support with elements of a chief of staff, using AI tools to improve efficiency and scale.