Executive Administrative Assistant

We are looking for a proactive, highly organized, and detail-focused Executive Assistant to provide comprehensive support to our executive team. The successful candidate will be resourceful, adaptable, and capable of managing a variety of administrative and executive-level responsibilities in a fast-paced environment.

Responsibilities

• Manage executive calendars, schedule meetings, and coordinate appointments
• Arrange travel accommodations and prepare detailed itineraries
• Draft, edit, and organize correspondence, presentations, reports, and other business documents
• Conduct research, compile information, and prepare executive reports
• Screen and manage incoming calls, emails, and communications on behalf of executives
• Maintain accurate and organized paper and electronic filing systems
• Support meeting preparation, including agenda coordination and note-taking
• Perform general administrative duties, including office supply management and record keeping
• Support advisors’ online presence by managing social media platforms and maintaining consistent content posting

Qualifications & Experience

• Previous experience as an Executive Assistant or in a similar administrative role
• Strong proficiency in Microsoft Office Suite
• Knowledge of office management systems and administrative procedures
• Excellent organizational and time-management skills with the ability to prioritize effectively
• Strong multitasking abilities and attention to detail
• Exceptional written and verbal communication skills
• Strong problem-solving and critical-thinking abilities
• Experience with DocuSign and Adobe is considered an asset
• Familiarity with CRM platforms such as HubSpot

Preferred Skills

• Experience with Unifide or Dataphile
• Experience using Morningstar
• Familiarity with Fundserv
• Experience with event management platforms such as Punchbowl, Eventbrite, and Meetup

Job Details

Job Type: Full-time

Benefits

• Company events
• Dental care
• Extended health care
• On-site parking
• Paid time off

Additional Requirements

• French language skills are not required
• Must be able to reliably commute to or relocate to Oakville, ON before the start date