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Executive Assistant

Finlink Group
Vaughan, ON

Quick apply

Job details

Full-time
14 days ago

Qualifications

Jira
Microsoft Office
Project management
Microsoft Outlook Calendar
Communication skills
Time management

Full job description

EXECUTIVE ASSISTANT

We’re currently assisting a fast-growing company in hiring an experienced Executive Assistant to support its CEO. This is a high-impact role for someone who thrives in a fast-paced environment, stays organized under pressure, and enjoys keeping operations running smoothly behind the scenes. The ideal candidate is proactive, polished, and dependable. You enjoy creating structure, solving problems before they arise, and helping senior leaders stay focused and organized. You can manage shifting priorities with calmness and professionalism while maintaining a high level of confidentiality and attention to detail.

Key Responsibilities

Executive Support & Calendar Management

Manage the CEO’s busy calendar, including meetings, calls, travel, events, and occasional personal appointments.
Anticipate scheduling conflicts, organize daily priorities, and ensure the CEO is prepared for upcoming commitments.

Communication Management

Monitor and prioritize emails, messages, and correspondence.
Draft and edit professional communications on behalf of the CEO with accuracy and attention to tone.

Meeting Coordination & Preparation

Organize internal and external meetings, prepare agendas and materials, and track follow-up action items.
Take meeting notes when needed and help ensure deadlines and deliverables are completed on time.

Travel & Logistics

Coordinate domestic and international travel arrangements, including flights, accommodations, transportation, visas, and itineraries.
Handle last-minute schedule or travel changes efficiently and calmly.

Project & Priority Tracking

Help track business priorities, deadlines, and ongoing initiatives across teams.
Ensure important tasks and follow-ups are organized and completed.

Stakeholder Liaison

Act as a professional point of contact between the CEO and employees, executives, partners, vendors, and external stakeholders.
Maintain professionalism, discretion, and strong communication in all interactions.

Administrative & Personal Support

Assist with expense reports, document management, event coordination, reservations, errands, and occasional personal support tasks.

Confidentiality & Judgment

Handle sensitive company and personal information with a high level of confidentiality and professionalism.

Requirements

3–5+ years of experience as an Executive Assistant, Personal Assistant, Chief of Staff Associate, or similar role supporting senior leadership.
Strong organizational, multitasking, and time-management skills.
Excellent written and verbal communication abilities.
Comfortable working in a fast-paced, high-growth environment.
High level of professionalism, discretion, and emotional intelligence.
Strong attention to detail and ability to follow through on tasks.
Experience interacting with executives, external partners, and confidential information.
Flexibility for short-notice travel when required.
Ability to work outside standard business hours, including early mornings or evenings to support global operations.
Proficiency with AI tools and modern workplace technology.
Strong working knowledge of Google Workspace, Microsoft Office, calendar systems, video conferencing tools, and expense reporting platforms.
Flexible and responsive to urgent or time-sensitive requests.

Nice to Have

Experience supporting a founder or CEO within technology, gaming, entertainment, software, or other high-growth industries.
Experience coordinating executive travel and events.
Familiarity with tools such as Asana, Monday.com, Notion, Jira, or similar project management platforms.
Experience working with international teams or multi-office environments.

If you are someone who takes initiative, communicates effectively, and enjoys supporting leadership in a fast-moving environment, we’d love to hear from you.

Quick apply

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