Executive Assistant

Job summary

Provide high-level administrative and operational support to the President and CEO, including calendar management, stakeholder communications, meeting preparation, travel arrangements, and expense reporting. Track priorities and follow-ups, support board meetings, and handle confidential matters while complying with corporate policies and applicable risk, compliance, and anti-money-laundering standards.

Job details

We are hiring an Executive Assistant! Reporting To President and Chief Executive Officer (CEO) Full-Time/Part- Time Full-time Salary Range $75,500 - $90,000 Posting Date October 6, 2026 Closing Date October 20, 2026 Hours Of Work 8:30 a.m. – 5:00 p.m. Grade Office Location: 12 16 York Street Great location! Steps away from the main public transit station What We Offer Highly competitive compensation package which includes, base salary, bonus, benefits, and career advancement opportunities! Eligibility for benefits is dependent on the terms of employment The Opportunity First National is seeking an Executive Assistant to provide high level administrative and operational support to the President and Chief Executive Officer (CEO). As a trusted partner and key point of contact for internal and external stakeholders, you will enable focus, efficiency, and impact by proactively managing the CEO’s calendar, coordinating complex schedules, arranging travel, supporting on critical meetings, and ensuring strong follow-through across stakeholders. Your ability to anticipate needs, exercise sound judgment, and operate with discretion will be essential to supporting the President and CEO in a dynamic environment. How You Will Contribute Manage the CEO’s calendar--schedule appointments, meetings, reservations, functions/ events with both internal and external stakeholders Act as a key point of contact for internal and external stakeholders, handling confidential matters with discretion Greet visitors scheduled to meet with CEO Track and prioritize critical items including, status of key initiatives, deadlines, action items, decisions, and follow-ups, helping maintain momentum and identifying risks or dependencies Review, monitor and prioritize incoming communications and/or correspondence whether by mail, phone, or courier from various stakeholders including shareholders, investors, brokers, clients, and mortgagors and responding where appropriate Support the CEO in preparing for board meetings Arrange travel, accommodations, itineraries, other associated logistics Compile and prepare on-line expense reports for CEO expenses General and administrative support Uphold confidentiality, corporate policies, risk/compliance requirements, and AML standards where applicable The Experience You Need Minimum 5 years of experience supporting senior leaders (C-Suite, EVP, SVP) Proven ability to manage competing priorities and shifting demands in a fast-paced environment Strong calendar management, executive coordination, and meeting preparation skills Advanced proficiency in Microsoft Office (Outlook, Teams, PowerPoint, Word, Excel) Exceptional written and verbal communication skills with strong attention to detail Highly organized, proactive, and resourceful with the ability to work independently Demonstrated discretion, integrity, and sound judgment in handling confidential information Strong interpersonal skills and ability to work effectively with executives and cross-functional teams Ability to remain calm and effective under pressure Flexibility to work extended or adjusted hours when required Experience in financial services, technology, consulting, or a high-change environment is an asset Strong ethical standards and commitment to professionalism Relationships External Customers: Brokers, Commercial mortgage clients, mortgagors, investors, strategic partners, vendors, consultants, regulators, auditors, and third-party partners Internal Customers: Shareholders, , members of the Executive Leadership Team, internal board and committee members, and cross‑functional employees across the organization. Working Environment And Physical Demands Analysis Office environment Periods of high and fluctuating volume, multi-tasking, tight timelines Long periods of stationary position/sitting Prolonged periods of repetitive movement (i.e. using a keyboard and mouse) Long and sustained periods of visual concentration, often with a computer screen Why join First National? Competitive Compensation Comprehensive benefits program (i.e., Health Spending Account, Maternity and Parental Leave Top Up) Extensive training programs Modern office environment conducive to collaboration Supportive teamwork culture Opportunities to give back to the communities and work through events focused on a variety of charities Ongoing social events throughout the year The Team You’ll Join Founded in 1988, First National is one of Canada’s largest non-bank lenders. We provide residential mortgages exclusively through the mortgage broker channel and we are Canada’s largest commercial mortgage lender. First National has been consistently recognized as a great place to work and we are proud that our employee engagement feedback and scores are higher than benchmarks. We would like to thank all applications for their interest in this existing vacancy but only candidates selected for an interview will be contacted. Artificial Intelligence is not used in our recruitment or hiring process for this role. #FNLOON First National is proud to be an equal opportunity employer and is committed to diversity and inclusion regardless of race, color, religion, national origin, age, gender identity, physical or mental disability, sexual orientation and any other category protected by law. First National supports requests for accommodation from applicants with disabilities; please contact Human Resources at accessibility@firstnational.ca should you need an accommodation at any point in the recruitment process.

What you’ll do

Provide high-level administrative and operational support to the President and CEO, including calendar management, stakeholder communications, meeting preparation, travel arrangements, and expense reporting. Track priorities and follow-ups, support board meetings, and handle confidential matters while complying with corporate policies and applicable risk, compliance, and anti-money-laundering standards.

Requirements

Requires at least five years of experience supporting senior leaders, strong executive coordination and calendar management skills, and advanced proficiency in Microsoft Office. Candidates should be highly organized, proactive, discreet, effective under pressure, and able to manage competing priorities; experience in financial services or another fast-changing environment is an asset.

Benefits

• Bonus
• Benefits
• Career Advancement Opportunities
• Health Spending Account
• Maternity and Parental Leave Top-Up
• Training Programs
• Modern Office Environment
• Supportive Teamwork Culture
• Community and Charity Events
• Social Events

Listed skills

• Prioritization · Preferred
• Microsoft Outlook · Preferred
• Microsoft Teams · Preferred
• Microsoft Word · Preferred
• Microsoft Excel · Preferred
• written communication · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Executive Calendar Management
• Executive Coordination
• Meeting Preparation
• Travel Coordination
• Stakeholder Communication
• Confidentiality
• Prioritization
• Microsoft Outlook
• Microsoft Teams
• Microsoft PowerPoint
• Microsoft Word
• Microsoft Excel
• Written Communication
• Verbal Communication
• Expense Reporting
• Sound Judgment

Job areas

• Administrative
• Management & Leadership
• Finance & Accounting

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