Executive Assistant; Boston & Toronto

We are looking for a motivated Executive Assistant to join our growing Wealth and Asset Management team to support 2-3 Vice President/s (VPs). He/she will be responsible for the effective management of priorities through high quality administration.

• Provide diverse and advanced administrative support VP level staff
• Within established guidelines, relieve executive and/or officer of details and advanced administrative duties. Personally, take action whenever possible.
• Schedule meetings and prepare agendas.
• Manage complex calendars that change frequently, own the draft of invites and be proactive to incorporate additional context for attendees.
• Serve as the defacto office manager for staff on the floor.
• Perform other duties as assigned, such as taking minutes of meetings, or other administrative functions to support departmental meetings.
• Arrange and coordinate travel and meeting schedules, including travel agendas and meeting schedules. Handle details involving foreign travel including entry papers, currency, passports, and visas.
• Complete expense reports and maintain detailed records of expenses.
• May prioritize meeting requests, personally responding whenever possible using judgment on potentially urgent matters.
• Communicate information to and from the executive/officer to and from a wide range of internal and external contacts.
• Manage projects as assigned and ensure the accurate and timely completion of tasks.
• Generally, plan, organize and schedule own work.
• Follow up with billing related matters or expense charge discrepancies.
• Assist with the planning and implementation of departmental events and activities.
• Assist in creating draft presentations.
• Minor admin assistance to the team.
• Assist with booking rooms and coordinating catering for the team in Boston.
• Support Real Estate-related tasks, including assigning seats and coordinating team moves.
• Organize Town Hall viewing rooms across sites for town halls and offsites.
• Act as a local point of contact for Boston team logistics, office coordination, and day-to-day administrative support.
• Coordinate visitor logistics for Boston-based meetings, including room access, guest registration, and on-site support needs.
• Partner with Facilities, Real Estate, and IT teams to support office-related requests, meeting room readiness, and employee onboarding logistics.
• Support coordination of Boston team events, leadership visits, working sessions, and employee engagement activities.
• Help maintain awareness of Boston office needs and elevate administrative, space, or meeting support issues as appropriate.
• Acts as back-up to other Executive Assistants on team.
• Ability to be agile as priorities and request change.

• EA team
• Work with others to ensure efficiency of the administrative and support functions.
• May oversee or collaborate on special projects or initiatives.
• Mentor administrative support staff.

• Bachelor’s degree in administration, business or relevant areas.
• 2-5 years of related administrative assistant experience, some project management experience preferred.
• Proficiency in all MS Office applications, as well as technology savvy.
• Broad understanding of the organization’s policies and practices.
• Ability to work in a global work environment.
• Strong oral/written communication skills required to interact with senior officers and representatives.
• Excellent meeting planning and organizational skills (planning, coordination, priority setting, task management and follow through).
• Ability to manage complex and sensitive work situations with sound judgement, discretion, and empathy.
• Highly collaborative and results-oriented.
• Strong interpersonal skills and ability to work effectively across cultures.

• Activity Coordination
• Business Partnering
• Prioritization
• Service Delivery Effectiveness
• Troubleshooting/Technical Support

• Prioritizing meetings, calls, and situations for executive review.
• Improving administrative business practices to increase effectiveness.

• We’ll empower you to learn and grow the career you want.
• We’ll recognize and support you in a flexible environment where…