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Executive Assistant to the CEO

Executive Assistant to the CEO

Toronto (Midtown), ON


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Reporting directly to the CEO, the Executive Assistant is responsible for providing corporate and personal level support to the CEO of this financial services and asset management company; being proactive in anticipating the requirements of all job functions and communicating with CEO and other Senior Executives; implementing systems and procedures to deal with scheduled and adhoc workflow; being highly organized, self-motivated and demonstrating strong follow-through. Performing office management duties in a fast-paced environment.

Job Description

Key Responsibilities:

• Provide high-level confidential administrative support to CEO first and foremost, and the Senior Leadership team as required.

• Manage and maintain CEO's extremely active calendar of appointments, schedules and travel arrangements.

• Arrange & coordinate meetings/events (Board retreats, management dinners, etc.)

• Screen CEO's emails, archive and professionally compose replies/correspondence on behalf of the CEO when required.

• Prepare reports, presentations (investor, Boards, partners) and memos when required.

• Prepare the CEO's monthly expense summary - personal and business-related expenses.

• Liaise with Leadership team on behalf of the CEO.

• Perform office management, operations, and facilities duties in an entrepreneurial environment.

• Interacting with high profile Executives from other institutions globally.

• Prepare travel related expense reports for other members of senior management.

• Manage all CEO's memberships & subscriptions and their renewals / payments.

• Maintain both paper and extensive electronic filing system (Outlook and other).

• Maintain staff/employee files in CEO's office and assist with new Executive onboarding.

• Liaise with internal staff at all levels on behalf of the CEO when required.

• Personal tasks as required.

Job Requirements

• 7+ years of executive level support, preferably CEO/C-Suite levels.

• Strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.

• Willingness to perform office management duties.

• Ability to work in a growing fast-paced entrepreneurial environment.

• Strong interpersonal skills and the ability to build relationships with stakeholders including staff, board members and external partners.

• Expert level written and verbal communication skills, including the ability to ask clarifying questions and work with senior management, internal and external clients.

• Superior customer service and interpersonal skills.

• Proactive approaches to problem-solving and decision-making capability.

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