Executive Assistant

4 days ago Be among the first 25 applicants

This range is provided by Moonshot. Your actual pay will be based on your skills and experience — talk with your recruiter to learn more.

CA $65,000.00/yr - CA $73,000.00/yr

Moonshot believes that marginalized people in society — including people of color, Indigenous people, people from diverse socioeconomic backgrounds, women, Disabled and LGBTQIA+ people — must be centered in the work we do. We strongly encourage applications from people with these identities or who are members of other communities who are currently underrepresented in our workforce. All qualified applicants will be afforded equal employment opportunities without discrimination because of race, creed, color, national origin, sex, age, disability or marital status.

We know a diverse workforce will enable us to understand drivers behind violent extremism and online harms in an in-depth way and do better work to counter them.
About the role:
Moonshot is seeking an exceptional Executive Assistant to support its US Leadership team while contributing to our Toronto operations. Moonshot's offices are based in Toronto, Canada. We offer flexible work options including hybrid and remote arrangements. While we are open to candidates from across Canada, you will be required to work eastern timezone.
As the Executive Assistant, you will be essential in managing schedules, coordinating travel, supporting US project coordination, and facilitating various special projects. The Executive Assistant plays a vital role in coordinating activities and facilitating connections within our expanding project portfolio and business development efforts, serving as a trusted partner to ensure that leadership can focus on strategic initiatives and business development.
The successful candidate will have a deep understanding of the unique challenges faced by senior executives, particularly in managing their time, energy, and complex travel arrangements. You will need to demonstrate exceptional organizational skills, a proactive mindset, and the ability to handle difficult, often high-stakes, situations with professionalism and discretion. Managing competing priorities, navigating diverse stakeholders - ranging from internal teams to external partners, clients, senior government officials, and journalists - and ensuring that the executive's time is optimized will be at the heart of your role.

Additionally, your time will be split helping the operations team. You will be responsible for a wide array of administrative activities and furthering office procedures across the organisation. As part of the operations team, you will ensure high levels of organisational effectiveness while creating and maintaining a functional and pleasant work environment that supports the team.
We are looking for someone with experience in fast-moving commercial or political environments, who can balance the demands of the executive while maintaining a calm and organized approach. The nature of this role requires the candidate to have exemplary time management skills, the ability to anticipate needs, and the capacity to prioritize effectively amidst various demands. The individual will navigate this dynamic role with professionalism, interacting seamlessly across a diverse spectrum of individuals, from Moonshot's management team to external partners, clients, senior government officials, and journalists.
Your responsibilities will include:

• Directly manage the executive's calendar, scheduling meetings, appointments, and speaking engagements with discretion and foresight. Exercise sound judgment when committing the executive's time, ensuring optimal use of their schedule and evaluating the urgency and importance of requests
• Oversee all aspects of domestic and international travel, including flight arrangements, visa requirements, accommodations, transportation, and logistical coordination. Ensure time zone considerations are factored in when scheduling travel and meetings, optimizing travel time and minimizing disruptions
• Manage the executive's incoming emails, prioritizing and triaging urgent client, partner, and team…