Executive Assistant - 1 Year Contract

Job Description

General Function :

The Executive Assistant will provide high-level and confidential administrative support to three senior executives in Risk, IT, and Marketing.

This role requires a detail-oriented, proactive professional with strong organizational skills, adept at managing complex schedules, travel arrangements, and sensitive communications on behalf of leadership.

Duties / Responsibilities :

Manage and prioritize complex calendar arrangements for three executives, coordinating meetings, events, and conference calls across multiple time zones.

Proactively rearrange schedules when conflicts arise.

• Arrange end-to-end travel logistics, including flights, accommodations, transportation, and detailed itineraries. Anticipate travel needs, prepare travel documentation, and handle last-minute changes with ease.
• Draft, review, and prepare correspondence, reports, and presentations. Maintain accuracy and confidentiality when handling sensitive information.
• Serve as the main point of contact for executives, liaising with internal and external stakeholders, including clients, senior staff, and team members, to ensure seamless communication.
• Prepare executives for meetings by compiling agendas, gathering background materials, and ensuring they are briefed on key details.

Take detailed notes during meetings, track follow-up actions, and ensure timely completion of assigned tasks.

• Lead and support various ad hoc projects as assigned, tracking progress, coordinating resources, and ensuring on-time delivery of project outcomes.
• Monitor and manage executive inboxes, flagging important emails, drafting responses, and ensuring timely follow-up. Screen and prioritize communications on behalf of executives.
• Plan and coordinate team events, offsite meetings, and executive gatherings, including venue booking, logistics, catering, and attendee management.
• Identify and address potential issues before they arise, making recommendations for improved processes.
• Demonstrate initiative by taking on additional responsibilities to support the executives’ priorities.
• Develop strong working relationships with a diverse range of stakeholders, functioning as a trusted advisor and key support to the executives and their teams.

Qualifications

Qualifications

Education :

Bachelor’s degree preferred or a comparable combination of education and experience.

Experience

• Minimum of 2+ years in an administrative or executive assistant role, ideally supporting senior-level executives in a corporate environment.
• Experience working with C-level or senior executives is highly preferred.

Skills

• Outstanding verbal and written communication skills, with a focus on professionalism and customer service.
• High proficiency in Microsoft Office Suite (Word, Outlook, Excel, Visio, PowerPoint) and web-based tools for scheduling and research.
• Strong analytical, problem-solving, and organizational skills, with the ability to multitask effectively.
• Ability to handle high-pressure situations with poise, flexibility, and a service-oriented approach.
• Detail-oriented, proactive, and able to manage shifting priorities in a fast-paced environment.

Additional Information

All your information will be kept confidential according to EEO guidelines.

Notice to Ontario Applicants Momentum Financial Services Group is committed to accommodating applicants with disabilities up to the point of undue hardship during the recruitment, assessment, and selection process.

If you are selected for an interview, please notify Momentum Financial Services Group if you require accommodation in respect of the materials or procedures used at any time during this process.

If you require accommodation, we will work with you to determine how to meet your needs.

Note to Internal Applicants : All internal applicants are required to notify current manager regarding interest in applying for this role.