Executive Assistant to the Co-President/Head of Technology

Department: Technology - Operations

Location: Toronto, ON

Description

The Executive Assistant (EA) to the Co-President and Head of Technology (Executives) plays a strategic and operational role in enabling top-level execution and organizational effectiveness. This individual acts as the nerve center, ensuring seamless coordination, critical communications, and strategic initiative follow-through.
This position goes far beyond administrative support. The successful candidate will serve as an operational partner, capable of handling sensitive information, coordinating key projects, enhancing executive visibility, and proactively removing obstacles to efficiency.
This role is a hybrid role, requiring in-person attendance to support to Co-President during Board meetings, key stakeholder visits and staff functions and may require occasional after-hours availability to manage urgent matters or time-sensitive tasks.



Key Responsibilities

• Manage a complex and dynamic calendar for the Co-President and Head of technology, ensuring alignment with strategic priorities, including scheduling meetings, coordinating logistics, and preparing necessary materials.
• Book and coordinate all travel, meetings, and events for the executives, ensuring all logistics and itineraries are confirmed and optimized.
• Anticipate the executive’s needs and proactively align resources and information to ensure smooth daily operations.
• Attend meetings, track outcomes and follow-ups to ensure completion of assigned actions to better support the Co-President.
• Draft, format, and edit a high-quality written communications including emails, meeting briefs, correspondence, thank-you letters, FAQs, and executive-level presentations.
• Perform general administrative tasks including expense reporting, filing, and office management support.
• Prepare, proofread, and organize materials for executive meetings, including board sessions and external engagements.
• Assist with project, conduct research and synthesize information to support decision- making and document development.
• Provide administrative support related to Global Board activities.
• Build and maintain strong working relationships with internal and external stakeholders, executive assistants and leaders
• Log and manage signed contracts and purchase order documentation related to the Executives.
• Process invoices tied to the Co-President and Head of Technology’s office and departments.
• Assist the executive’s leadership team, particularly related to scheduling large meeting and coordinating office events, meetings or travel.
• Support setup and preparation for internal events and office cleanliness where needed.
• Support the onboarding processes for new senior leaders reporting to the Executives.
• Identify opportunities to streamline administrative processes and contribute to continuous improvement initiatives.
  
  

Skills, Knowledge & Expertise

• 8–12 years total experience, with 5+ years supporting President/CEO/CTO roles.
• Prior work in technology or high-growth companies (SaaS, fintech, healthtech, etc.) strongly preferred.
• Demonstrated success in fast-paced, ambiguity-rich environments.
• Experience supporting Board or Investor relations activities.
• Post-secondary education in Business Administration, Communications, or a related field considered an asset.
• Strong written and verbal communication skills.
• Familiarity with AI-powered productivity or business tools (e.g., ChatGPT, Otter.ai, Grammarly, Notion AI, Copilot) is a plus.
• Proficiency in Microsoft Office Suite (Outlook, Word, PowerPoint, Excel) and experience with virtual collaboration tools (e.g., Teams, Zoom, SharePoint).
• Bilingualism (French/English) is considered an asset.

Capabilities

• Exceptional organizational and time-management skills, with strong attention to detail, commitment to excellence and the ability to multitask.
• Confident communicator with the ability to represent leadership effectively, fostering strong partnerships at all levels both inside and outside the organization.
• Demonstrated ability to leverage critical thinking and creative problem-solving skills, as well as strong analytical skills.
• Excellent verbal and written communication skills, with the ability to draft professional-level documents and presentations.
• Manage confidential information with discretion, integrity and high degree of professionalism.
• Strong interpersonal skills with the ability to build effective relationships across all levels, internally and externally.