Executive Assistant

We are seeking a highly organized, tech‑savvy, and discreet Executive Assistant to support a senior consultant within a global leadership advisory and executive search firm. This role blends high‑level executive support with hands‑on project coordination and is essential to ensuring seamless execution across client engagements and internal operations. The position requires strong judgment, exceptional calendar and logistics management, and the ability to operate effectively in a fast‑paced, high‑accountability environment .

You will join a collaborative, service‑oriented team and work closely with senior stakeholders to drive smooth daily operations—coordinating schedules, preparing client‑ready materials, liaising with candidates and clients, managing compliance‑sensitive workflows, and supporting engagement documentation. The ideal candidate is proactive, resilient, and comfortable interacting with senior leaders while maintaining the highest standards of professionalism and confidentiality. Key Responsibilities Executive Support (1:1): Manage a complex calendar ; prioritize conflicting demands; schedule candidate interviews, client meetings, business‑development activities, and internal touchpoints (in‑person and virtual).

Coordinate detailed domestic and international travel, itineraries, agendas, and supporting materials. Expenses & Invoicing: Process expense reimbursements for the consultant and candidates; assist with reviewing client invoices prior to approval and billing. Correspondence & Materials: Compose, edit, and prepare confidential correspondence; produce high‑quality client and candidate materials (briefing packs, decks, summaries) under tight timelines.

Project Coordination (≈50%): Plan, execute, and finalize engagement activities according to strict deadlines and compliance requirements; track milestones and proactively drive follow‑through. Client & Candidate Liaison: Act as a key point of contact to ensure smooth communication across stakeholders; join client calls to capture notes and action items (no meeting leadership required). Data & Knowledge Management: Maintain accurate and up‑to‑date information in the global CRM/database (documents, notes, emails, appointments).

Technology Support: Coordinate day‑to‑day tools (laptop, mobile, applications) and assist with collaboration platforms; comfortable with procurement and vendor coordination. Qualifications Experience: Prior experience providing executive support in a professional, client‑facing, deadline‑driven environment. Project management experience is a strong asset.

Technical Proficiency: Advanced Microsoft 365 skills (Outlook, Word, PowerPoint—with strong deck‑building skills, Excel). Strong overall tech‑savviness with the ability to learn new systems quickly. Communication: Excellent written and verbal communication skills; able to produce polished, client‑ready documentation and engage confidently with senior stakeholders.

Organization & Execution: Exceptional prioritization, time management, and follow‑through. Ability to manage shifting priorities and multiple concurrent projects. Personality Fit Independent, proactive, and down‑to‑earth.

Able to partner effectively with strong personalities and contribute a clear, confident voice. Anticipates needs, resolves issues independently, and consistently maintains strict confidentiality. Willing to put in extra time when required to support engagement demands.

What They Offer Alongside a stimulating full‑time role in a fast‑paced environment, the client offers: A hybrid full‑time position ; additional hours may be required during peak periods (no standard overtime range). A competitive base salary (CAD) with an annual performance bonus. 3 weeks paid vacation , plus personal days and sick days. One‑week office closure between Christmas and New Year’s.

Excellent benefits (effective immediately): comprehensive health plan (medical, dental, vision), life insurance, long‑term disability, EAP, and an Employee Wellness Program. An employer RRSP contribution plus an additional matching program.