Executive Assistant

• Strategically manage the Executive’s time and priorities
• Lead day-to-day operations of the Executive’s office, including office and information organization, document preparation, expense management, public relations, and communications
• Anticipate and manage the Executive’s provisioning needs
• Enable access to technology and tools supporting the Executive’s leadership
• Manage complex travel planning and execution
• Deliver high-trust personal support protecting the Executive’s capacity to lead the business
• Provide business support to the Executive’s department and the broader Executive Support team

Senior Executive Assistant / Executive Assistant

• Serve as a trusted partner to the CEO
• Provide high-level administrative and operational support in a fast-paced, dynamic environment
• Manage the CEO’s scheduling, including agendas, mail, email, phone calls, client management, and company coordination
• Schedule meetings and appointments and manage travel itineraries
• Coordinate executive communications, respond to emails, and interface with clients
• Plan and orchestrate work to ensure senior executives’ priorities are met, organizational goals are achieved, and best practices are upheld
• Prepare internal and external corporate documents for team members and industry partners
• Track daily expenses and prepare weekly, monthly, or quarterly reports
• Manage information flow in a timely and accurate manner
• Maintain an organized electronic filing system
• Uphold strict confidentiality
• Develop and sustain professionalism among staff and clientele

• Manage access to the Executive Director’s calendars and schedules, prioritizing meetings, events, and activities
• Plan and schedule activities for meetings, committees, events, and projects
• Track financial projects, events, deadlines, and other activities
• Organize and coordinate meetings, events, and activities, including rooms, equipment, catering, and materials
• Provide administrative support for standing and special meetings
• Coordinate documents and agendas, prepare supporting materials, and distribute meeting minutes
• Act as recording secretary for the Executive Director
• Answer phones, field general inquiries, and serve as a resource for routine procedures
• Greet visitors and route them to appropriate personnel
• Manage general, central, and program email accounts
• Troubleshoot photocopier and phone issues and maintain office supplies and equipment inventories
• Draft routine communications and proofread and reformat documents
• Initiate purchase requisitions, purchase orders, invoices, and vendor payments through SupplyNet
• Assist users with routine financial transactions and escalate issues as appropriate
• Support onboarding, offboarding, access coordination, and process inquiries
• Coordinate card and door access, including after-hours access
• Maintain signage and office identity displays
• Set up office spaces and assist with furniture relocations and reconfigurations
• Perform minor furniture repairs

• Provide dedicated executive assistance to several TD executives
• Manage calendars for multiple Vice Presidents, Senior Vice Presidents, and Assistant Vice Presidents and resolve conflicts
• Coordinate national and international travel and reschedule meetings
• Process team expenses
• Support onboarding and offboarding, including asset management, access management, and supply orders
• Coordinate in-office and virtual meetings, town halls, and offsite events
• Book meeting spaces, develop agendas, set up technology, proofread PowerPoint decks, troubleshoot events, and order catering
• Handle leaders’ emails and confidential administrative tasks
• Complete reports, invoices, communications, tables, charts, and files accurately
• Keep the immediate team informed about project status and daily activities
• Provide vacation and temporary coverage for colleagues
• Train new Executive Assistants and serve as a subject matter expert
• Work autonomously with leaders and partner with Special Assistants and other leaders
• Provide professional, high-quality support and contribute to a positive work environment

District Administrator – Executive Assistant

• Independently manage calendars, changing priorities, deadlines, and follow-ups associated with files and initiatives
• Coordinate business travel arrangements and prepare expense reports
• Develop, maintain, and update files, databases, and systems for confidential information
• Manage, monitor, and coordinate sponsorship payment requests, including documentation validation, approvals, and budget tracking
• Follow up on decisions, actions, deliverables, and next steps from meetings, committees, and governance bodies
• Ensure classification, organization, and document management for the Vice-President’s office
• Plan, coordinate, and prepare meetings and events
• Support management systems, dashboards, and performance indicators
• Prepare agendas, PowerPoint presentations, surveys, workshops, briefing materials, and meeting and event follow-ups
• Recommend and implement administrative and operational best practices and process improvements
• Support the Vice-President’s internal communications
• Participate in drafting, revising, proofreading, translating French/English, and formatting executive-level documents
• Analyze Salesforce data to identify trends, produce reports, make observations, and recommend actions
• Perform other related duties

Executive Assistant, Distribution

• Manage the day-to-day schedule for the SVP of People, including calendaring, booking internal and external meetings, and other commitments
• Coordinate internal and external meetings, including 1:1s, board meetings, and partner meetings, and assist with related documentation
• Oversee travel arrangements and logistics for the leadership team, including flights, accommodations, schedules, and expense reconciliation
• Serve as a strategic partner to the executive, orchestrating cross-functional initiatives to improve productivity and effectiveness
• Work with department leads on strategic planning, priorities, and executive productivity
• Manage day-to-day operations of part of the EA team, including 1:1s, performance management, and career development
• Manage the broader EA team to promote collaboration, communication, and efficiency
• Identify ways to add value, optimize operations and processes, and proactively support leadership
• Coordinate team events and community-building activities
• Communicate with internal and external stakeholders while maintaining strict confidentiality

Manager, Executive Assistants

• Manage day-to-day schedules for the sales leadership team, including calendaring and booking meetings and commitments
• Coordinate internal and external meetings and assist with related documentation
• Arrange international and domestic travel and logistics, including flights, accommodations, scheduling, and expense reconciliation
• Identify ways to add value and proactively improve leadership productivity
• Optimize operations and processes and share ideas with the team
• Support special projects such as team events, offsites, and community-building activities
• Communicate with internal and external stakeholders while maintaining strict confidentiality
• Create and maintain internal documentation, share knowledge, and format leadership communications
• Work cross-functionally to support sales leadership and the company

Executive Assistant, Sales

• Manage day-to-day schedules for the Communications and Marketing leadership team, including calendaring and booking meetings and commitments
• Coordinate internal and external meetings and assist with related documentation
• Arrange international and domestic travel and logistics, including flights, accommodations, scheduling, and expense reconciliation
• Identify ways to add value and proactively take on tasks that improve leadership-team productivity
• Optimize operations and processes and share ideas with the team
• Support special projects such as team events, offsites, and community-building activities
• Communicate with internal and external stakeholders while maintaining strict confidentiality
• Create and maintain internal documentation, share knowledge, and format leadership-team communications

Executive Assistant – Communications, Marketing

• Prepare agendas and ensure appropriate dissemination of material for Board of Directors and Committee meetings
• Take minutes during Board and Committee meetings and disseminate as appropriate
• Provide administrative support to the Chair and Directors
• Coordinate logistics of Board events, including Board meetings, Annual Meeting of the Members, Board of Directors election, new Board Member orientation, Strategic Planning session, and special events
• Work closely with management team members to keep them informed of upcoming Board-related commitments and responsibilities
• Track and assist Directors with expense submissions in accordance with policy
• Serve as a resource and information source regarding Board policies, procedures, and operations
• Coordinate the activities of the Governance Committee and Audit and Risk Management Committee
• Coordinate the activities of the CMRAO Advisory Council

Corporate Secretary

• Provide dedicated executive support to the CEO and CFO
• Triage and prioritize executive inboxes and calls
• Draft correspondence and flag time-sensitive matters from the Board, regulators, and key partners
• Manage complex calendars, multi-party and cross-time-zone scheduling, daily itineraries, and priority protection
• Anticipate executive needs, conflicts, preparation gaps, and priorities
• Liaise between executives, internal teams, senior leadership, Board members, and external stakeholders
• Prepare briefing materials, summaries, agendas, and presentations
• Track action items and follow-ups to completion and provide status updates
• Handle sensitive financial, legal, and personal matters with discretion
• Coordinate Board and committee support, including board packs, secure distribution, minutes, and follow-up communications
• Coordinate Executive Leadership Team meetings, agendas, logistics, outcomes, decisions, and follow-up actions
• Support coordination of regulatory and compliance dates
• Coordinate travel arrangements, itineraries, accompanying materials, and contingency planning
• Use Microsoft 365 Copilot, Enterprise ChatGPT, collaboration, and workflow platforms to streamline scheduling, reporting, and communications

Executive Assistant jobs in Canada

Senior Executive Assistant / Executive Assistant