Executive Assistant

Job summary

Provide administrative and operational support to two senior leaders, managing complex calendars across PST and EST, meetings, travel, expenses, and executive communications. Prepare executive documents and presentations, coordinate stakeholders and follow-up actions, and handle sensitive information with discretion.

Job details

Job Title: Executive Administrative Assistant Location: Toronto GTA, Canada Work Model: Remote (with occasional in-office presence approx. once per month) Role Type: Full-time | Exclusive Opportunity Position Overview We are seeking a highly poised, strategic, and proactive Executive Administrative Assistant to provide high-level administrative, organizational, and operational support to two senior leaders—one aligned to Pacific Standard Time (PST) and the other to Eastern Standard Time (EST). This is a high-visibility, remote-first role designed for an executive partner who excels at managing competing priorities across multiple time zones, navigating dynamic calendars, and serving as a trusted extension of senior leadership. The ideal candidate will combine exceptional communication skills and razor-sharp attention to detail with the discretion required to handle sensitive enterprise information. Key Responsibilities Multi-Executive Support: Deliver comprehensive administrative and operational partnership to two senior leaders, seamlessly balancing time-zone demands across PST and EST. Complex Calendar & Schedule Management: Proactively manage fluid, high-volume calendars, resolving scheduling conflicts across multiple regions and anticipating downstream impacts. Meeting & Event Logistics: Coordinate internal and executive engagements; oversee agendas, preparation decks, pre-read materials, room/virtual setups, and action-item tracking for prompt follow-through. Travel & Expense Management: Build comprehensive domestic and international travel itineraries, manage accommodations, clear logistics, and execute accurate expense reporting. Strategic Communication & Gatekeeping: Monitor and prioritize incoming communications, flag critical issues requiring immediate executive attention, and handle senior-level inquiries with tact and diplomacy. Document & Deck Preparation: Draft, compile, and format high-level executive presentations, status reports, briefing notes, and confidential documents using Microsoft 365. Stakeholder & Project Coordination: Act as a central, polished point of contact connecting executives with cross-functional teams, external partners, and enterprise leaders. Confidentiality & Discretion: Manage highly sensitive business decisions, personnel information, and organizational strategies with flawless discretion. Required Qualifications 7+ years of progressive Executive Assistant experience supporting C-suite executives, Vice Presidents, or senior enterprise leaders. Proven track record of managing complex, high-volume schedules for multiple executives simultaneously across different time zones (PST and EST focus). Advanced mastery of Microsoft 365 (Outlook, Teams, PowerPoint, Excel, Word, and SharePoint). Exceptional verbal and written communication skills, with a polished, executive-ready presentation. Demonstrated ability to operate independently in a remote setting while staying highly connected to business needs. Superior organizational agility, sound judgment, and acute attention to detail. Location requirement: Based in the Toronto GTA with flexibility to attend in-person meetings/office events approximately once per month. Preferred Qualifications Experience working within a large corporate, enterprise, or high-growth technology environment. Deep background handling confidential business operations and strategic executive correspondence. Experience in project management and action-tracking methodologies.

What you’ll do

Provide administrative and operational support to two senior leaders, managing complex calendars across PST and EST, meetings, travel, expenses, and executive communications. Prepare executive documents and presentations, coordinate stakeholders and follow-up actions, and handle sensitive information with discretion.

Requirements

Requires 7+ years of progressive executive assistant experience supporting senior leaders and a proven ability to manage high-volume schedules across time zones. Candidates must have advanced Microsoft 365 skills, excellent communication and organizational abilities, sound judgment, and be based in the Toronto GTA with availability for monthly in-person attendance.

Listed skills

• Event Logistics · Preferred
• Microsoft 365 · Preferred
• Microsoft Outlook · Preferred
• Microsoft Teams · Preferred
• Microsoft Excel · Preferred
• Microsoft Word · Preferred
• SharePoint · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Executive Support
• Calendar Management
• Time Zone Coordination
• Meeting Coordination
• Event Logistics
• Travel Management
• Expense Reporting
• Executive Communication
• Microsoft 365
• Outlook
• Microsoft Teams
• PowerPoint
• Excel
• Word
• SharePoint
• Confidentiality

Job areas

• Administrative
• Management & Leadership

More jobs from IFG - International Financial Group