Executive Assistant

This is an Executive Assistant role that delivers high‑touch, proactive support, for three senior leaders:

• The VP, Global Head of Brand & Community Investment
• The VP, Group Functions AI
• Global Product Owner, AI Platforms

You will function as a strategic extension of their offices, protecting time and attention, orchestrating complex operations across time zones, and enabling focus on high‑value priorities. The ideal candidate blends flawless execution with proactive judgment, stakeholder finesse, and strong digital/AI fluency.

• Executives consistently operate at peak effectiveness; calendars, priorities, and communications are aligned to strategic objectives.
• Board/leadership materials and external‑facing briefs are prepared early, with clear narratives and next‑step actions.
• Multi‑executive support feels seamless; conflicts are anticipated and resolved across time zones without escalations.
• Key initiatives (Brand, Community Investment, Advanced Analytics/AI Platforms) maintain momentum through disciplined follow‑up and stakeholder coordination.

• Own complex calendars across global time zones; prioritize ruthlessly against strategic outcomes; prepare day‑of briefs and decision support.
• Plan end‑to‑end domestic/international travel (visas, entry requirements, briefing binders, contingency planning).
• Prepare meeting agendas, talking points, pre‑reads, and capture actions; drive follow through to closure.
• Manage inboxes (triage, drafting, and follow‑ups) and correspondence that reflects each executive’s tone and brand.
• Process expenses and manage vendor/billing issues with accuracy and speed.

• Serve as a trusted point of contact for internal leaders, external partners, agencies, and community organizations.
• Draft and refine executive communications, speeches, and external remarks; align messaging to brand standards.
• Handle sensitive information with absolute discretion, model executive presence in every interaction.

• Leverage Microsoft 365 (Outlook, Teams, SharePoint, PowerPoint, Excel) and collaboration tools (e.g., Asana/Monday/Planner) to streamline workflows.
• Use AI‑enabled tools (e.g., Microsoft Copilot) to help draft briefs, summarize materials, generate itineraries, and surface action items.
• Support basic data coordination and reporting (dashboards, KPIs, meeting scorecards) with strong attention to accuracy and context.

• Maintain organized, secure records and knowledge assets; manage confidential files and permissions appropriately.
• Coordinate required filings, renewals, and approvals, partner with Compliance, Legal, and Finance on process accuracy and timeliness.
• Champion meeting hygiene and operating cadence – clear agendas, decisions, owners, and deadlines.

• 8+ years of experience supporting senior executives in large, matrixed or global organizations (including 5+ at VP/C‑suite level).
• Proven success supporting multiple executives with distinct styles and priorities.
• Exceptional written and verbal communication; high EQ and cultural intelligence.
• Advanced proficiency with Microsoft 365 and collaboration tools; comfort learning new AI‑enabled workflows.
• Demonstrated discretion, judgment, and integrity handling confidential information.

• Experience in brand/marketing, community investment/ESG.
• Experience in supporting a technical team (engineers, IT, construction, data science, or finance/actuarial).
• Familiarity with basic reporting (dashboards, KPI scorecards) and presentation storytelling.
• Bachelor’s degree or equivalent experience; professional EA/EBP training or certifications.

• This is a Hybrid role based in Toronto, supporting executives in Toronto and Boston. Hybrid for us means 3 days per week in office (Mon, Tue, Wed) and Mon, Fri work from home.
• Global time zone support with occasional early/late meetings.
• Light travel may be required for leadership meetings and events.
• High‑trust, high‑autonomy environment; success measured by outcomes and…