Executive Assistant

We are seeking an Executive Assistant to the CEO and Board of Directors to join one of our valued Toronto-based clients. The Executive Assistant serves as a highly trusted strategic partner, ensuring the smooth alignment of executive priorities and managing a wide range of complex and confidential responsibilities. Acting as a primary liaison for Board members, investors, and senior external stakeholders, this role demands outstanding professionalism and discretion, supporting both organizational objectives and the CEO’s personal initiatives.

Key duties include overseeing detailed and dynamic scheduling, maintaining comprehensive calendars for the Board of Directors and Board Committees, and coordinating governance-related activities. The EA advocates for the CEO across external commitments such as Board memberships and public engagements, leads project coordination, and prepares executive-level presentations. Maintaining strict confidentiality across all Board and Executive deliberations and organizational strategy is critical.

Responsibilities and Duties

• Serve as the primary point of contact for internal and external stakeholders, ensuring seamless coordination of meetings, events, and communications.
• Manage complex scheduling for the CEO, Board of Directors, and Board Committees spanning multiple time zones; prepare agendas and distribute relevant materials.
• Proactively anticipate the CEO’s needs as priorities shift, exercising strong judgment to address potential issues, opportunities, and required actions.
• Draft correspondence and materials for external Boards, leveraging a robust understanding of corporate operations and industry context.
• Arrange travel and accommodations; manage expenses and provide timely budget reporting for relevant departments.
• Organize departmental meetings, record minutes, and circulate documentation promptly.
• Create and maintain administrative processes that enhance accuracy, reduce redundancy, and contribute to organizational effectiveness.

Requirements:

• Bachelor’s degree required, along with 8–10 years’ experience supporting executive leadership in large or complex organizations, including direct exposure to Board governance.
• Knowledge of corporate governance and Board operations is highly preferred.
• Advanced proficiency with Microsoft 365 and cloud-based technologies (Excel, Word, PowerPoint, Outlook, Loop, etc.).
• Exceptional organizational and prioritization skills to effectively manage competing priorities at the CEO and Board levels.
• Ability to anticipate needs and navigate ambiguity in a dynamic, fast-moving environment.
• Proven success building collaborative partnerships internally, especially with other executive support professionals.
• High level of professionalism, adaptability, and discretion handling sensitive and confidential matters.
• Initiative, attention to detail, and project or event planning experience are significant assets.
• Strong written and verbal communication skills.
• Flexibility to work evenings and weekends as required.

Working Conditions

• Professional, collegial work culture.
• Supportive team dedicated to ongoing learning and growth.
• Fast-paced and expanding organization with an entrepreneurial mindset.

Our specialized recruiting professionals apply their expertise and utilize our proprietary AI to find you great job matches faster.

Robert Half is the world’s first and largest specialized talent solutions firm that connects highly qualified job seekers to opportunities at great companies. We offer contract, temporary and permanent placement solutions for finance and accounting, technology, marketing and creative, legal, and administrative and customer support roles.

Robert Half works to put you in the best position to succeed. We provide access to top jobs, competitive compensation and benefits, and free online training. All applicants applying for Canadian job openings must be authorized to work in Canada.

Only job postings for jobs located in Quebec appear in French.

© 2025 Robert Half. By clicking “Apply,” you’re agreeing to Robert Half’s Terms of Use and Privacy Notice.