Job Title: Executive Assistant to CEO and Leadership Team Key Focus Areas This role provides efficient, personal, and confidential administrative support to the Chief Executive Officer (CEO), the Board, and the leadership team. The position also includes management, facilitation, and support for various projects as requested by the CEO. In addition, the role plays a critical part in delivering strategic and business process assistance to the broader organization. This position primarily supports the CEO in achieving key strategic objectives, initiatives, and goals. The Executive Assistant is responsible for managing day-to-day functions related to the CEO’s role, acting as a business partner, and ensuring smooth operations. The role also works alongside the Executive Assistant to the Chief Risk Officer (CRO) to maintain office presentation standards and promote organizational communications and cultural values. Key Responsibilities Executive Support Efficiently manage and prioritize the CEO’s schedule, ensuring adherence to time commitments. Communicate directly with internal and external stakeholders, including the Board, Leadership Team, clients, and staff, on behalf of the CEO. Research, prioritize, and follow up on issues and concerns raised to the CEO, ensuring appropriate action is taken. Serve as a bridge for communication between the CEO and internal departments, maintaining credibility and trust with senior management. Provide leadership and collaboration to help the CEO stay informed on key commitments and responsibilities. Manage critical tasks such as drafting letters, personal correspondence, travel arrangements, and other duties to support the CEO’s efficiency. Address conflicting priorities, ensure timely follow-up, and support project completion with attention to deadlines. Assist in the preparation of documents, including presentation materials, board reports, financial reports, and CEO updates. Track and administer CEO expenses, ensuring accurate records. Monitor company-wide expenditures and assist with budget management. Coordinate sales commission reports and support the Finance and People & Culture teams with commission payments. Collaborate with the Project Manager on company strategy, meeting organization, and implementation. Oversee the company’s annual business rhythms, including strategy days and workshops. Board of Directors & Leadership Team Support Coordinate the preparation and distribution of board packs, ensuring timely submission of materials. Arrange travel logistics, venues, and catering for Board meetings and events. Maintain confidentiality and discretion in all dealings with Board members. Act as an adjunct member of the Leadership Team, assisting with meeting scheduling and attending meetings. Support the Leadership Team in executing business strategies and managing strategy-related tasks. Provide additional support to the Leadership Team as needed. Office Management & People and Culture Support Proactively identify cost-saving opportunities in office-related areas. Assist the Business Services Team with office duties, including event and facility management. Contribute to the design and culture of office spaces during changes or relocations. Act as a "barometer" of the office environment, keeping the CEO updated on key issues. Support the coordination of all-staff meetings, ensuring smooth operations. Assist with the CEO’s community engagement initiatives. Work with People and Culture to develop employee programs and events. Events Management Coordinate Leadership Team meetings, workshops, offsites, and team-building events. Organize the annual all-staff conference, social events, and end-of-year celebrations. Assist department heads in arranging team social activities. Facilitate the coordination of external facilitators and prepare workshop briefs. Manage travel arrangements for events as needed. Key Requirements Experience 5-7 years supporting C-Level Executives Experience in people management and leadership Knowledge Proficient in Microsoft Office Suite, including Microsoft Teams Familiarity with expense management systems (preferred but not essential) Willingness to learn new software and systems Skills & Abilities Exceptional organizational skills with the ability to prioritize multiple tasks efficiently Strong interpersonal skills, with the ability to build relationships with stakeholders at all levels Expert-level written and verbal communication skills Ability to interact confidently with C-suite executives and clients Capable of managing multiple competing demands in a fast-paced environment while maintaining high standards of service Demonstrates a proactive approach to problem-solving and decision-making Hands-on and willing to assist with various tasks Resourceful and self-sufficient, able to work independently and as part of a team High attention to detail and commitment to accuracy Calm under pressure, with emotional maturity and discretion Proven ability to handle confidential information with integrity Forward-thinking, constantly seeking opportunities and proposing solutions Exhibits company values through actions and behaviour