Executive Business Partner

Responsibilities

Serve as a key coordination partner for the CEO and Executive Team.

Track decisions, follow-ups, commitments, and action items from executive discussions.

Ensure CEO-driven priorities do not stall between functions.

Help create structure, visibility, and accountability around executive priorities.

Prepare concise briefing notes, summaries, meeting materials, and follow-up documents.

Handle confidential information with judgment, discretion, and professionalism.

Own and manage the CEO’s calendar with discipline and attention to priorities.

Schedule internal and external meetings, interviews, leadership sessions, and stakeholder discussions.

Protect focus time and reduce reactive scheduling.

Ensure meetings have clear context, materials, objectives, and outcomes.

Anticipate conflicts, bottlenecks, and missing information before they become problems.

Help the CEO enter meetings context-complete and prepared.

Partner with the CEO, People team, and hiring leaders on active recruiting efforts.

Coordinate candidate interviews, scheduling, communications, and follow-ups.

Prepare interview briefs, candidate summaries, scorecards, and meeting context.

Track CEO feedback and ensure it is routed back to the appropriate hiring stakeholders.

Help keep recruiting loops moving quickly, cleanly, and professionally.

Maintain organized candidate documentation and hiring-related follow-ups.

Support travel planning, logistics, reservations, expenses, vendor coordination, and office services.

Assist with select personal logistics or concierge-style tasks where appropriate to free up CEO bandwidth.

Help keep the Toronto office organized, guest-ready, and operationally smooth.

Welcome visitors, coordinate internal events, and support team meetings or socials.

Liaise with building management, vendors, and service providers as needed.

Maintain supplies, equipment coordination, and office-related follow-ups.

Support internal and external brand initiatives where needed.

Help maintain content calendars, draft basic social or employer-brand content, and coordinate publishing.

Assist with light media workflows, including uploading assets, organizing files, formatting content, and coordinating edits.

Collaborate with design or marketing partners to keep materials consistent and on brand.

Use AI-powered research and drafting tools to support content development, summaries, and special projects.

Track simple engagement metrics or weekly highlights where helpful.

Build and maintain lightweight SOPs for recurring executive, recruiting, office, and administrative workflows.

Use AI tools to improve speed, organization, and quality.

Automate or simplify repetitive coordination wherever practical.

Create structured task lists, follow-up systems, documentation, and briefing formats.

Continuously look for ways to reduce manual work and improve execution speed.

Help create repeatable systems that make the CEO and Executive Team more effective.

Qualifications

4+ years of experience in an Executive Assistant, Executive Operations, Business Partner, Administrative, Operations, Recruiting Coordination, or similar role.

Experience supporting senior leaders, founders, CEOs, or executive teams in a fast-paced environment.

Strong calendar management, scheduling, prioritization, and follow-through discipline.

Excellent written and verbal communication skills.

Strong judgment, discretion, and comfort handling confidential information.

Highly organized, detail-oriented, and able to manage multiple priorities without losing track of commitments.

Comfortable working with a direct, analytical, fast-moving executive.

Strong ownership mindset with low ego and high responsiveness.

Ability to create structure where process is missing or still being built.

High proficiency with Google Workspace, Slack, and modern collaboration tools.

Comfort using AI tools such as ChatGPT, Claude, Gemini, or similar tools in daily workflows.

Ability to work in person from our Toronto office five days per week.

Willingness to occasionally support off-site coordination, event logistics, or select personal errands.

Valid driver’s license and access to a personal vehicle is preferred for occasional errands, event support, or off-site logistics.

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