Executive Assistant

Job summary

Provide high-level administrative and operational support to two senior leaders, including managing complex calendars across PST and EST, coordinating meetings and travel, and preparing executive materials. Handle confidential communications, track action items and deadlines, and serve as a trusted liaison to internal and external stakeholders.

Job details

Title: Executive Assistant Location: Toronto GTA, Canada Work Model: Remote | May be required to work from the office approximately once per month Role Type: Exclusive Opportunity Position Overview We are seeking an experienced Executive Assistant (EA) to provide high-level administrative and operational support to two senior leaders, one aligned to PST and one aligned to EST. This is a high-visibility role requiring exceptional organization, discretion, communication, and the ability to manage competing priorities across multiple time zones. The ideal candidate will be comfortable working independently in a remote environment while serving as a trusted partner to senior leadership. Key Responsibilities Provide comprehensive executive support to two senior leaders. Manage complex and dynamic calendars, including scheduling across PST and EST time zones. Coordinate internal and external meetings, appointments, and leadership engagements. Manage meeting logistics, agendas, preparation materials, and follow-ups. Handle sensitive and confidential information with a high degree of discretion and professionalism. Coordinate domestic and international travel arrangements, itineraries, accommodations, and expense reporting. Prepare, organize, and maintain executive-level documents, presentations, and reports. Monitor incoming communications and help prioritize requests requiring executive attention. Coordinate with senior stakeholders, cross-functional teams, and external partners. Track action items, deadlines, and follow-ups to ensure commitments are completed. Support leadership meetings, events, and organizational activities. Anticipate executive needs and proactively resolve scheduling and administrative challenges. Act as a trusted point of contact between executives and internal/external stakeholders. Support additional projects and administrative initiatives as required. Required Qualifications 7+ years of Executive Assistant or senior-level administrative experience supporting executives, senior leaders, or C-suite stakeholders. Demonstrated experience managing complex calendars for multiple senior leaders. Strong experience coordinating across multiple time zones, particularly PST and EST. Exceptional written and verbal communication skills. Strong organizational skills with the ability to manage multiple priorities simultaneously. High level of confidentiality, judgment, and discretion. Strong proficiency with Microsoft Office / Microsoft 365, including Outlook, Teams, Word, PowerPoint, and Excel. Ability to work independently and effectively in a remote environment. Strong attention to detail and ability to anticipate needs before they arise. Professional, polished, and confident when interacting with senior executives and stakeholders. Preferred Qualifications Experience supporting multiple senior executives simultaneously. Experience in a large technology, corporate, or enterprise environment. Experience working with executives across different geographic regions and time zones. Strong project coordination and follow-through skills. Experience handling confidential business information and executive communications. Toronto GTA-based with flexibility to attend the office approximately once per month. Please let me know if this is something you would love to do, and help me with your updated resume. Feel free to reach out at harshiv@ifgpr.com if you have any questions. Thanks

What you’ll do

Provide high-level administrative and operational support to two senior leaders, including managing complex calendars across PST and EST, coordinating meetings and travel, and preparing executive materials. Handle confidential communications, track action items and deadlines, and serve as a trusted liaison to internal and external stakeholders.

Requirements

Requires 7+ years of executive or senior-level administrative experience, including managing complex calendars and coordinating across time zones. Candidates should have strong communication, organization, discretion, independent remote-work capability, and proficiency with Microsoft 365 tools.

Listed skills

• written communication · Preferred
• Organization · Preferred
• Prioritization · Preferred
• Microsoft Outlook · Preferred
• Microsoft Teams · Preferred
• Microsoft Word · Preferred
• Microsoft Excel · Preferred
• Project Coordination · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Executive Support
• Calendar Management
• Time Zone Coordination
• Meeting Coordination
• Travel Coordination
• Confidentiality
• Written Communication
• Verbal Communication
• Organization
• Prioritization
• Microsoft Outlook
• Microsoft Teams
• Microsoft Word
• Microsoft PowerPoint
• Microsoft Excel
• Project Coordination

Job areas

• Administrative
• Management & Leadership

More jobs from IFG - International Financial Group