Job Role : Executive Assistant - Expert

Duration : 6 months (Highly chance to extends but right now this is 6 Months of contract)

Location : Toronto, ON

Position Overview

As Executive Assistant to the Head of Global Markets at Client, you'll be the operational backbone of a high-impact executive office. This role demands mastery of the mechanics that enable senior leadership to operate effectively through seamless calendar management across time zones, precise coordination of complex meetings, strategic communications handling, and flawless logistical execution. You'll manage competing priorities within a sophisticated matrixed workplace while maintaining absolute confidentiality and attention to detail.

Your operational excellence directly enables strategic decision-making and global business delivery.

Key Accountabilities

Calendar & Meeting Management

- Master complex, overlapping calendar management across global time zones, identifying optimal scheduling windows and preventing conflicts before they arise
- Coordinate senior-level meetings with precision, managing all logistics including venue selection, technology setup, catering, and contingency planning
- Develop and maintain scheduling systems that account for executive preferences, personal considerations, and business priorities
- Proactively identify and resolve scheduling conflicts, travel delays, and logistical obstacles

Travel & Expense Operations

- Execute seamless domestic and international travel arrangements, managing complex itineraries, visa requirements, and logistical coordination
- Oversee corporate expense management, including card reconciliation, compliance verification, and reporting
- Anticipate travel needs and build contingency plans for potential disruptions




- Maintain detailed travel protocols and vendor relationships to ensure efficiency and cost-effectiveness

Information Management

- Maintain information aligned with Client data governance standards, implementing meticulous handling protocols and access controls that comply with regulatory requirements, information security policies, and confidentiality frameworks
- Ensure all executive communications, financial data, and strategic documents are stored, organized, and managed in accordance with Client data classification standards and audit requirements.

Communications and Stakeholder Engagement

- Filter and prioritize incoming communications with appropriate judgment, routing inquiries efficiently and escalating appropriately
- Maintain communication protocols that protect confidentiality while ensuring critical information reaches decision-makers

Required Qualifications

- 10 years of executive-level administrative experience
- Advanced proficiency with Microsoft Office Suite (Word, Outlook, Excel, PowerPoint)
- Strong technology acumen with ability to quickly learn new systems and tools
- Demonstrated ability to manage confidential information with sound judgment
- Exceptional verbal and written communication skills across organizational levels

Preferred Experience

- Banking or financial services sector knowledge
- Exposure to complex, matrixed organizational structures
- Global business or cross-functional operations experience
- Experience with enterprise collaboration platforms, scheduling tools, and business applications

We use AI in our Hiring processes

Mindlance is an equal-opportunity employer. We are committed to inclusive, equitable, barrier-free recruitment and selection processes, and a work environment in accordance with the Accessibility for Ontarians with Disabilities Act (AODA). We will be happy to work with applicants requesting accommodation at any stage of the hiring process

📌 Executive Assistant (Toronto)
🏢 Mindlance
📍 Toronto