Executive Assistant

Company Overview

ExaCare AI is a leading health tech company on a mission to build the AI operating system for post-acute care. Our platform turns messy, unstructured hospital referral packets into clear clinical insights and next steps so teams can make faster, safer placement decisions with less administrative burden. Today, ExaCare AI powers more than 1,500 facilities, and is growing rapidly.

We recently raised a $30M Series A led by Insight Partners, and we’re bringing world-class talent together to transform healthcare. If you like building, learning, and want to make a real impact, come join us!

About the Role

We are seeking a highly organized and proactive Executive Assistant to support senior leadership at a fast-growing AI and health technology company. This role is central to enabling leaders to focus on strategic priorities by expertly managing time, calendars, and logistics in a dynamic, innovation-driven environment. The ideal candidate is comfortable working on-site, thrives in a fast-paced setting, and brings strong judgment, discretion, and operational excellence.

What You’ll Do:

Executive Time & Calendar Management

• Own and manage complex calendars for senior leaders, including scheduling, rescheduling, and prioritizing meetings across multiple time zones
• Act as a strategic gatekeeper for meeting requests, aligning executive time with business and product priorities
• Prepare daily and weekly agendas to ensure leaders are well-prepared for meetings and key milestones

Meetings, Conferences & Offsites

• Manage conference planning and booking, including registrations, travel, accommodations, agendas, and post-event follow-ups
• Support planning and execution of company offsites, including on-site and out-of-town travel as needed
• Partner with internal teams, vendors, and event organizers to ensure seamless execution

Administrative & Operational Support

• Draft, edit, and manage correspondence, calendars, and meeting materials
• Maintain organized records, contacts, and documentation with a high degree of accuracy
• Handle confidential and sensitive information related to leadership, strategy, and partnerships
• Support ad hoc projects and operational initiatives in a rapidly evolving AI and health tech environment

Qualifications & Experience:

• 3+ years of experience as an Executive Assistant supporting senior leaders or executives, ideally in tech, AI, or health tech
• Exceptional organizational and time-management skills with the ability to manage competing priorities
• Strong attention to detail and follow-through in a fast-paced setting
• Excellent written and verbal communication skills
• High level of professionalism, discretion, and sound judgment
• Proficiency with modern productivity tools (e.g., Google Workspace, Outlook, Slack, Zoom)

Benefits + Perks:

• Competitive salary and equity in a high-growth startup
• Hybrid work, out of our Downtown Toronto office
• Flexible PTO, take what you need
• Medical, dental, and vision coverage
• Great startup culture, including company off-sites
• High-achieving team, including ex-Amazon engineers and alumni of Bain, BCG, Goldman Sachs, and more