Executive Assistant (Boston & Toronto)

We are looking for a motivated Executive Assistant to join our growing Advanced Analytics team to support 2-3 Vice President/s (VPs). He/she will be responsible for the effective management of priorities through high quality administration.

Position Responsibilities:

Administrative Support:

• Provide diverse and advanced administrative support VP level staff

• Within established guidelines, relieve executive and/or officer of details and advanced administrative duties. Personally, take action whenever possible.

• Schedule meetings and prepare agendas.

• Manage complex calendars that change frequently own the draft of invites and be proactive to incorporate additional context for attendees

• Serve as the defacto office manager for staff on the floor.

• Perform other duties as assigned, such as taking minutes of meetings, or other administrative functions to support departmental meetings.

• Arrange and coordinate travel and meeting schedules, including travel agendas and meeting schedules. Handle details involving foreign travel including entry papers, currency, passports, and visas.

• Complete expense reports and maintain detailed records of expenses.

• May prioritize meeting requests, personally responding whenever possible using judgment on potentially urgent matters.

• Communicate information to and from the executive/officer to and from a wide range of internal and external contacts.

• Manage projects as assigned and ensure the accurate and timely completion of tasks.

• Generally, plan, organize and schedule own work.

• Follow up with billing related matters or expense charge discrepancies.

• Assist with the planning and implementation of departmental events and activities

• Assist in creating draft presentations

• Minor admin assistance to the team

• Assist with booking rooms and coordinating catering for the team in Boston.

• Support Real Estate-related tasks, including assigning seats and coordinating team moves.

• Organize Town Hall viewing rooms across sites for town halls and offsites.

• Act as a local point of contact for Boston team logistics, office coordination, and day-to-day administrative support.

• Coordinate visitor logistics for Boston-based meetings, including room access, guest registration, and on-site support needs.

• Partner with Facilities, Real Estate, and IT teams to support office-related requests, meeting room readiness, and employee onboarding logistics.

• Support coordination of Boston team events, leadership visits, working sessions, and employee engagement activities.

• Help maintain awareness of Boston office needs and escalate administrative, space, or meeting support issues as appropriate.

• Acts as back-up to other Executive Assistants on team

• Ability to be agile as priorities and request change

Shared Responsibilities:

• EA team

• Work with others to ensure efficiency of the administrative and support functions.

• May oversee or collaborate on special projects or initiatives.

• Mentor administrative support staff.

Required Qualifications:

• Bachelor’s degree in administration, business or relevant areas

• 2-5 years of related administrative assistant experience, some project management experience preferred

• Proficiency in all MS Office applications, as well as technology savvy

• Broad understanding of the organization’s policies and practices.

• Ability to work in a global work environment

• Strong oral/written communication skills required to interact with senior officers and representatives

• Excellent meeting planning and organizational skills (planning, coordination, priority setting, task management and follow through)

• Ability to manage complex and sensitive work situations with sound judgement, discretion, and empathy

• Highly collaborative and results-oriented

• Strong interpersonal skills and ability to work effectively across cultures

Preferred Qualifications:

Competencies:

• Activity Coordination

• Business Partnering

• Prioritization

• Service Delivery Effectiveness

• Troubleshooting/Technical Support

Decision Authorities:

• Prioritizing meetings, calls, and situations for executive review.

• Improving administrative business practices to increase effectiveness.

When you join our team:

• We’ll empower you to learn and grow the career you want.

• We’ll recognize and support you in a flexible environment where well-being and inclusion are more than just words.

• As part o…