Executive Assistant

About the Opportunity
Calendar & Schedule Management

• Own and manage a complex, multi-time zone executive calendar, proactively resolving conflicts and ensuring the CFO's time is protected and well-utilized
• Anticipate scheduling needs and coordinate across teams, time zones, and geographies — with particular attention to alignment between Toronto and Hong Kong

Travel Coordination

• Plan and book extensive domestic and international travel including flights, accommodations, visas, ground transportation, and detailed itineraries
• Prepare comprehensive travel packages and briefing documents to ensure the CFO is fully prepared for every engagement
• Process and reconcile travel and expense reports through Concur

Meeting & Stakeholder Coordination

• Coordinate and facilitate meetings with internal leadership, external stakeholders, investors, and board members
• Attend select meetings to capture minutes, action items, and follow-ups, ensuring accountability and timely execution
• Serve as a primary point of contact between the CFO and internal/external parties, managing communications with discretion and professionalism

Administrative & Operational Support

• Draft, proofread, and manage correspondence, presentations, and reports in both English and Chinese
• Manage document workflows and administrative processes using SAP
• Maintain confidential files and records with the utmost discretion
• Coordinate with finance and corporate teams on behalf of the CFO to ensure seamless information flow
• Handle ad hoc projects and requests, adapting quickly to evolving priorities

About You

• Proven executive assistant experience supporting C-suite leaders, ideally within a global, publicly traded, or financial services environment
• Full bilingual proficiency in English and Chinese (Mandarin and/or Cantonese) — written and verbal — is mandatory
• Experience working across international time zones, particularly between North America and Asia Pacific
• Hands-on experience with Concur (travel & expense) and SAP
• Exceptional organizational skills with the ability to manage multiple high-priority tasks simultaneously and with precision
• High level of professionalism, discretion, and emotional intelligence when handling sensitive information
• Strong written communication skills with the ability to draft and edit documents in both languages
• A proactive, self-directed work style with a strong sense of urgency and follow-through
• Flexibility to accommodate schedules across time zones — this role extends beyond standard business hours
• Open to candidates from any industry background, provided the executive support experience and professionalism are there

Pay Range
$100,000 - $130,000 per year

How to Apply
Click the “Apply Now” button and follow the instructions to submit your resume. Please know that we only accept documents in MS Word or Rich Text formats. When referencing this job, quote # 481819
This position for employment is for a current vacancy with Vaco/Highspring’s client. You must currently reside within the Greater Toronto Area and be permitted to work in Canada to be considered for this opportunity. A recruiter will be in touch with you if your profile meets our client’s requirements for this role.

Determining compensation for this role (and others) at Vaco/Highspring depends upon a wide array of factors including but not limited to the individual’s skill sets, experience and training, licensure and certifications, office location and other geographic considerations, as well as other business and organizational needs. With that said, as required by local law in geographies that require salary range disclosure, Vaco/Highspring notes the salary range for the role is noted in this job posting. The individual may also be eligible for discretionary bonuses, and can participate in medical, dental, and vision benefits as well as the company’s 401(k) retirement plan. Additional disclaimer: Unless otherwise noted in the job description, the position Vaco/Highspring is filing for is occupied. Please note, however, that Vaco/Highspring is regularly asked to provide talent to other organizations. By submitting to this position, you are agreeing to be included in our talent pool for future hiring for similarly qualified positions. Submissions to this position are subject to the use of AI to perform preliminary candidate screenings, focused on ensuring minimum job requirements noted in the position are satisfied. Further assessment of candidates beyond this initial phase within Vaco/Highspring will be otherwise assessed by recruiters and hiring managers. Vaco/Highspring does not have knowledge of the tools used by its clients in making final hiring decisions and cannot opine on their use of AI products.

Vaco by Highspring values a diverse workplace and strongly encourages women, people of color, LGBTQ+ individuals, people with disabilities, members of ethnic minorities, foreign-born residents, and veterans to apply.

EEO Notice

Vaco by Highspring is an Equal Opportunity Employer and does not discriminate against any employee or applicant for employment because of race (including but not limited to traits historically associated with race such as hair texture and hair style), color, sex (includes pregnancy or related conditions), religion or creed, national origin, citizenship, age, disability, status as a veteran, union membership, ethnicity, gender, gender identity, gender expression, sexual orientation, marital status, political affiliation, or any other protected characteristics as required by federal, state or local law.

Vaco by Highspring and its parents, affiliates, and subsidiaries are committed to the full inclusion of all qualified individuals. As part of this commitment, Vaco by Highspring and its parents, affiliates, and subsidiaries will ensure that persons with disabilities are provided reasonable accommodations. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact HR@vaco.com .

Vaco by Highspring also wants all applicants to know their rights that workplace discrimination is illegal.

By submitting to this position, you agree that you will be giving Vaco by Highspring the exclusive right to present your as a candidate for the foregoing employment opportunity. You further agree that you have represented information about yourself accurately and have not affirmatively misrepresented your qualifications. You also agree to maintain as confidential, to the fullest extent permitted by law, any information you learn from Vaco by Highspring about the position and you will limit disclosure of information about the position only to the extent necessary to perform any obligations in furtherance of your application. In exchange, Vaco by Highspring agrees to exercise reasonable efforts to represent you through all solicitation, job screening and resume dispersal.

Privacy Notice

Vaco by Highspring and its parents, affiliates, and subsidiaries (“we,” “our,” or “Vaco by Highspring”) respects your privacy and are committed to providing transparent notice of our policies.

• California residents may access Vaco by Highspring HR Notice at Collection for California Applicants and Employees here.
• Virginia residents may access our state specific policies here.
• Residents of all other states may access our policies here.
• Canadian residents may access our policies in English here and in French here.
• Residents of countries governed by GDPR may access our policies here.

Pay Transparency Notice

Determining compensation for this role (and others) at Vaco by Highspring depends upon a wide array of factors including but not limited to:

• the individual’s skill sets, experience and training;
• licensure and certification requirements;
• office location and other geographic considerations;
• other business and organizational needs.

With that said, as required by local law, Vaco by Highspring believes that the following salary range referenced above reasonably estimates the base compensation for an individual hired into this position in geographies that require salary range disclosure. The individual may also be eligible for discretionary bonuses.