Senior Executive Assistant
Top Benefits
About the role
Job Description Toast is recruiting on behalf of this company for a Senior Executive Assistant, Private Office based in Vancouver, BC (relocation required if not local). This company is seeking a highly trusted professional who can help protect the Principal’s time, focus, and energy by managing complex schedules, communications, travel, and administrative priorities with precision and discretion.
This role plays a critical part in ensuring the Principal can remain focused on leadership, governance, and strategic decision-making. The Senior Executive Assistant works closely with the General Manager to maintain alignment on priorities and surface important matters early. The ideal candidate is a seasoned professional who is calm under pressure, organized, and confident exercising sound judgment independently.
This company values thoughtful, structured work environments and recognizes the importance of operational clarity and strong support roles. They are committed to building inclusive teams where experienced professionals, including women in operations and executive support roles, can thrive and contribute meaningfully.
Responsibilities
- Manage and protect the Principal’s master calendar across business, personal, and charitable commitments
- Evaluate incoming meeting requests and prioritize access appropriately
- Create buffers within the schedule to preserve focus and transition time
- Prepare concise daily and weekly briefing summaries for the Principal
- Confirm meeting logistics in advance and prevent scheduling conflicts
- Manage the Principal’s inbox with high discretion and confidentiality
- Triage communications, responding directly where appropriate
- Draft replies for review or release and escalate matters requiring awareness or coordination
- Maintain structured digital filing and communication systems
- Plan and coordinate domestic and international travel arrangements
- Prepare comprehensive itineraries with confirmations and key contact information
- Confirm bookings ahead of departure and manage adjustments as needed
- Coordinate related logistics to ensure smooth transitions between locations
- Track follow-ups and action items from meetings and ensure completion
- Maintain organized documentation across shared systems
- Manage renewals, deadlines, and key documentation
- Draft and proof routine correspondence
- Coordinate event logistics, invitations, and guest communications
- Proactively identify scheduling conflicts or emerging issues before they create friction
- Coordinate with household and support staff within the Private Office ecosystem
- Support consistent administrative and digital organization standards
- Ensure the Principal’s priorities are reflected clearly in daily planning and scheduling
- Plan travel and event logistics with cost awareness
- Escalate unusual or material expenses appropriately
- Submit organized documentation to the finance function
Requirements
- 7–15 years of experience supporting a CEO, Founder, Investor, or UHNW Principal
- Experience working within a private office, family office, investment firm, or similar high-performance environment
- Proven experience managing complex executive calendars, travel coordination, and communications
- Direct experience managing a senior executive’s inbox and acting as a trusted communication filter
- Exceptional time prioritization and calendar management skills
- Strong written communication and drafting ability
- High discretion and emotional intelligence when handling sensitive matters
- Ability to assess context quickly and act with sound judgment
- Highly organized and process-oriented while remaining adaptable
- Calm and composed in fast-moving environments with shifting priorities
- Confidence to operate independently while maintaining alignment with leadership
- Advanced proficiency with Google Workspace or Microsoft 365
- Strong experience with inbox triage systems, automation rules, and digital workflow management
- Experience building structured digital filing systems
- Ability to quickly adopt new productivity tools and platforms
- Strong awareness of digital security and confidentiality best practices
- Professional presence when interacting with senior advisors and external partners
- Clear and direct communication style
- Comfort working behind the scenes while maintaining high accountability
- Strong attention to detail while maintaining a strategic perspective
Benefits
- Opportunity to work in a high-trust role within a well-structured Private Office environment
- Close partnership with senior leadership and exposure to strategic decision-making processes
- A workplace culture that values professionalism, clarity, and thoughtful collaboration
- A supportive environment that recognizes the importance of strong operational leadership and encourages diverse perspectives, including women in senior operational roles
- Competitive compensation aligned with senior-level executive support positions
- Relocation support for candidates moving to Vancouver, BC (if applicable)
- Application Review
Submit your application, including your resume and cover letter, through our online portal. Our team will carefully review your qualifications and experiences. We take pride in responding promptly, so if your application aligns with our current opportunities, you’ll hear back from us with next steps. Your journey with Toast begins here, and we’re excited to see what you bring to the table!
- Vetting Call
If your application is successful, we’ll schedule a vetting call with a member of the Toast team. This 30-45 minute informal conversation is designed for us to get to know you better and assess your skills. Be prepared to discuss your past projects, the challenges you’ve tackled, and the impact you’ve made. This is your chance to shine and show us why you’re a great fit for the roles we offer.
- Profile Creation
Once you’ve impressed us in the vetting call, we’ll create an unbiased profile that highlights your experience while minimizing common biases. Instead, we focus on your skills, industry experience, and the impact you’ve made. This way, your profile reflects your true potential and accomplishments.
- Client Submission
After crafting your unbiased profile, we submit it to our trusted clients. We work closely with these clients to ensure they understand the value you bring. Throughout their interview process, we remain by your side, providing support and guidance. Our goal is to help you navigate the hiring process smoothly and confidently, ensuring you have the best chance to secure a role that fits your skills and aspirations.
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Senior Executive Assistant
Top Benefits
About the role
Job Description Toast is recruiting on behalf of this company for a Senior Executive Assistant, Private Office based in Vancouver, BC (relocation required if not local). This company is seeking a highly trusted professional who can help protect the Principal’s time, focus, and energy by managing complex schedules, communications, travel, and administrative priorities with precision and discretion.
This role plays a critical part in ensuring the Principal can remain focused on leadership, governance, and strategic decision-making. The Senior Executive Assistant works closely with the General Manager to maintain alignment on priorities and surface important matters early. The ideal candidate is a seasoned professional who is calm under pressure, organized, and confident exercising sound judgment independently.
This company values thoughtful, structured work environments and recognizes the importance of operational clarity and strong support roles. They are committed to building inclusive teams where experienced professionals, including women in operations and executive support roles, can thrive and contribute meaningfully.
Responsibilities
- Manage and protect the Principal’s master calendar across business, personal, and charitable commitments
- Evaluate incoming meeting requests and prioritize access appropriately
- Create buffers within the schedule to preserve focus and transition time
- Prepare concise daily and weekly briefing summaries for the Principal
- Confirm meeting logistics in advance and prevent scheduling conflicts
- Manage the Principal’s inbox with high discretion and confidentiality
- Triage communications, responding directly where appropriate
- Draft replies for review or release and escalate matters requiring awareness or coordination
- Maintain structured digital filing and communication systems
- Plan and coordinate domestic and international travel arrangements
- Prepare comprehensive itineraries with confirmations and key contact information
- Confirm bookings ahead of departure and manage adjustments as needed
- Coordinate related logistics to ensure smooth transitions between locations
- Track follow-ups and action items from meetings and ensure completion
- Maintain organized documentation across shared systems
- Manage renewals, deadlines, and key documentation
- Draft and proof routine correspondence
- Coordinate event logistics, invitations, and guest communications
- Proactively identify scheduling conflicts or emerging issues before they create friction
- Coordinate with household and support staff within the Private Office ecosystem
- Support consistent administrative and digital organization standards
- Ensure the Principal’s priorities are reflected clearly in daily planning and scheduling
- Plan travel and event logistics with cost awareness
- Escalate unusual or material expenses appropriately
- Submit organized documentation to the finance function
Requirements
- 7–15 years of experience supporting a CEO, Founder, Investor, or UHNW Principal
- Experience working within a private office, family office, investment firm, or similar high-performance environment
- Proven experience managing complex executive calendars, travel coordination, and communications
- Direct experience managing a senior executive’s inbox and acting as a trusted communication filter
- Exceptional time prioritization and calendar management skills
- Strong written communication and drafting ability
- High discretion and emotional intelligence when handling sensitive matters
- Ability to assess context quickly and act with sound judgment
- Highly organized and process-oriented while remaining adaptable
- Calm and composed in fast-moving environments with shifting priorities
- Confidence to operate independently while maintaining alignment with leadership
- Advanced proficiency with Google Workspace or Microsoft 365
- Strong experience with inbox triage systems, automation rules, and digital workflow management
- Experience building structured digital filing systems
- Ability to quickly adopt new productivity tools and platforms
- Strong awareness of digital security and confidentiality best practices
- Professional presence when interacting with senior advisors and external partners
- Clear and direct communication style
- Comfort working behind the scenes while maintaining high accountability
- Strong attention to detail while maintaining a strategic perspective
Benefits
- Opportunity to work in a high-trust role within a well-structured Private Office environment
- Close partnership with senior leadership and exposure to strategic decision-making processes
- A workplace culture that values professionalism, clarity, and thoughtful collaboration
- A supportive environment that recognizes the importance of strong operational leadership and encourages diverse perspectives, including women in senior operational roles
- Competitive compensation aligned with senior-level executive support positions
- Relocation support for candidates moving to Vancouver, BC (if applicable)
- Application Review
Submit your application, including your resume and cover letter, through our online portal. Our team will carefully review your qualifications and experiences. We take pride in responding promptly, so if your application aligns with our current opportunities, you’ll hear back from us with next steps. Your journey with Toast begins here, and we’re excited to see what you bring to the table!
- Vetting Call
If your application is successful, we’ll schedule a vetting call with a member of the Toast team. This 30-45 minute informal conversation is designed for us to get to know you better and assess your skills. Be prepared to discuss your past projects, the challenges you’ve tackled, and the impact you’ve made. This is your chance to shine and show us why you’re a great fit for the roles we offer.
- Profile Creation
Once you’ve impressed us in the vetting call, we’ll create an unbiased profile that highlights your experience while minimizing common biases. Instead, we focus on your skills, industry experience, and the impact you’ve made. This way, your profile reflects your true potential and accomplishments.
- Client Submission
After crafting your unbiased profile, we submit it to our trusted clients. We work closely with these clients to ensure they understand the value you bring. Throughout their interview process, we remain by your side, providing support and guidance. Our goal is to help you navigate the hiring process smoothly and confidently, ensuring you have the best chance to secure a role that fits your skills and aspirations.