Executive Assistant Ontario

Banyan Software is the best permanent home for software businesses that serve specialized industries, their employees, and their customers. We are on a mission to acquire, build, and grow great companies worldwide, helping them modernize through shared AI expertise and operational discipline. The Banyan Software Foundation, endowed with $100 million in Banyan stock, leverages technology to build a greener and more equitable world.

Banyan is Great Place to Work Certified, a five-time Inc. 5000 honoree, and a top 10 company on the Deloitte Technology Fast 500. Founded in 2016 and headquartered in Atlanta, Banyan operates more than 100 portfolio companies across North America, the UK, EU, and APAC.

Executive Assistant to the Chief Operating Officer

Hybrid - This is a hybrid role based out of our Toronto office three days a week, Tuesday through Thursday.

The primary goal of the Executive Assistant is to manage day-to-day business activities and provide high-level support to the Chief Operating Officer (COO). The COO's portfolio spans People, Legal, Corporate IT, Communications, our Technology and Business Operations Centers of Excellence, and the Banyan Software Foundation, each led by its own functional leader. The Executive Assistant works across all of these areas and with the leaders who run them.

This role blends traditional executive support with elements of a chief of staff. Alongside calendar, travel, and meeting management, the Executive Assistant develops a working knowledge of the COO's priorities and the OKRs of her leadership team, and uses that knowledge to help move those priorities forward in a coordinated way. The Executive Assistant must possess a strong understanding of the business and the demands of the COO's stakeholder network, including internal leadership, functional teams, board members, and external partners.

This role serves as a trusted partner who provides proactive and seamless support, brings order to a broad and fast-moving portfolio, and uses modern tools, including AI, to work efficiently at scale.

• Priorities and OKRs. Develop and maintain a working knowledge of the COO's priorities and the OKRs of her leadership team. Use that context to prioritize inbound requests, sequence the COO's time, and keep attention on the work that matters most in the quarter.
• Cross-functional coordination. Help drive priorities forward across People, Legal, Corporate IT, Communications, the Centers of Excellence, and the Foundation. Identify where work streams overlap or dependencies are unclear, connect the right leaders, and keep coordinated efforts moving between formal check-ins.
• Progress visibility. Maintain a current view of progress against OKRs and key initiatives for the COO and her leadership team. Prepare that view ahead of monthly and quarterly reviews, and flag where a goal or deliverable is at risk while there is still time to act.
• Calendar management. Provide sophisticated and proactive calendar management for the COO by anticipating needs, resolving conflicts independently wherever possible, and ensuring the COO's time is prioritized for the most strategic matters. Prepare the COO in advance for commitments with relevant context and materials, build in flex time, and support meetings that begin and end on schedule.
• Corporate Operating Calendar. Coordinate logistics, agendas, materials, and communications for key meetings on our Corporate Operating Calendar, including Board of Directors meetings, quarterly business reviews, senior leadership meetings, functional deep dives, and leadership offsites. Partner with functional leaders to keep pre-reads and inputs on schedule.
• Operating mechanisms and process improvement. Maintain and improve the templates, trackers, and cadences that support these operating mechanisms, and recommend changes where a process can run more effectively.
• Action tracking and accountability. Track and follow up on action items owned by the COO and the COO's direct reports to ensure continuity and accountability across cross-functional work streams. Surface risks and slipped timelines early so they can be addressed before they affect a deliverable.
• Deadlines and milestones. Anticipate and plan for critical deadlines, key deliverables, and high-priority business milestones to ensure the COO is consistently prepared.
• Information, materials, and correspondence. Collect, prepare, and organize information for use in discussions, meetings, and presentations for the COO. Draft, edit, and manage communications on the COO's behalf, including confidential materials, exercising the utmost discretion.
• AI-enabled ways of working. Apply AI tools to the recurring work of the role, including inbox triage, meeting preparation, briefing materials, first drafts, dashboards and trackers, note synthesis and agents. Build and document repeatable workflows so the office of the COO continues to scale, and exercise clear judgment, particularly around confidential…