Position Summary

Reporting to the Chief Operating Officer (COO), the Executive Operations Lead serves as a trusted partner responsible for enhancing executive effectiveness, driving operational execution, and supporting a high-performing workplace experience across the organization.

This role combines executive support, project management, business analysis, workplace operations, and cross-functional coordination to help translate strategic priorities into measurable outcomes. Acting as an extension of the COO, the Executive Operations Lead manages critical information flow, develops executive-level presentations and communications, coordinates strategic initiatives, conducts research and analysis, oversees key workplace experience initiatives, and helps ensure that organizational priorities progress effectively across the business.

The ideal candidate is highly organized, exceptionally discreet, analytically minded, and capable of operating confidently with senior leaders while managing multiple priorities in a fast-paced environment. They bring a proactive, solutions-oriented approach and a commitment to delivering both operational excellence and an exceptional employee experience.

Key Responsibilities

Executive Support & Communications (35%)

- Serve as a trusted and highly confidential partner to the COO
- Manage the COO's priorities, ensuring alignment between strategic objectives, meetings, deliverables, and commitments
- Develop, maintain, and continuously improve executive, leadership, board, and business presentations
- Create professional PowerPoint presentations, briefing materials, reports, dashboards, and executive summaries for senior audiences
- Draft, edit, and coordinate executive communications, correspondence, presentations, and meeting materials
- Prepare meeting agendas, briefing notes, background information, and decision-support materials
- Attend meetings as required, capture key actions, and ensure timely follow-up on commitments
- Maintain strict confidentiality regarding business performance, organizational changes, employee matters, and strategic initiatives

Project Management & Execution (20%)

- Coordinate and support cross-functional initiatives sponsored by the COO
- Develop project plans, timelines, action trackers,



and status updates for strategic priorities
- Monitor progress against milestones and proactively identify risks, dependencies, and potential roadblocks
- Facilitate project meetings and ensure accountability for deliverables across teams.
- Drive follow-up and execution of key action items resulting from leadership meetings and business reviews
- Support organizational planning cycles and operational improvement initiatives

Business Analysis & Research (20%)

- Conduct research on industry trends, competitors, market developments, operational practices, and business opportunities
- Analyze data and information from multiple sources to develop concise recommendations and executive insights
- Prepare reports, business cases, presentations, and decision-support materials.
- Support the development and tracking of key business metrics and performance indicators
- Translate complex information into clear, actionable summaries for leadership decision-making
- Develop a strong understanding of the life insurance industry, distribution channels, products, regulatory environment, and business drivers

Workplace Operations & Employee Experience (15%)

- Manage workplace planning initiatives, office enhancements, and facilities-related projects
- Oversee the planning and execution of employee engagement activities, company events, leadership offsites, and workplace celebrations
- Partner with HR and business leaders to deliver employee experience initiatives that support engagement and organizational culture
- Oversee event budgets, logistics, communications, and execution for corporate and employee-facing events
- Identify opportunities to improve workplace effectiveness, employee experience, and operational efficiency

Stakeholder Coordination & Special Projects (10%)

- Serve as a liaison between the COO and leaders across the organization




- Coordinate information gathering and collaboration across departments to support business initiatives
- Build strong working relationships with stakeholders at all levels of the organization
- Support executive and leadership team meetings, offsites, planning sessions, and strategic workshops
- Lead or support special projects and business improvement initiatives as assigned
- Ensure effective communication and alignment among stakeholders involved in key initiatives

Qualifications

Education & Experience

- Bachelor’s degree in Business Administration, Commerce, Finance, Communications, or a related field
- 3+ years of experience in one or more of the following areas: executive support, project management, business operations, management consulting, executive business partnering
- Experience supporting senior executives or leadership teams is strongly preferred
- Experience within financial services, insurance, or a regulated industry is considered an asset

Skills & Competencies

- Exceptional discretion and ability to manage highly confidential information
- Advanced Microsoft PowerPoint skills with demonstrated experience creating executive-level presentations
- Strong business writing, communication, and presentation skills
- Excellent analytical, problem-solving, and critical-thinking capabilities
- Ability to synthesize large volumes of information into concise recommendations and action plans
- Strong project coordination and organizational skills
- Ability to influence and build relationships across functions without direct authority
- Highly proactive, resourceful, and capable of working independently
- Solid attention to detail and commitment to quality
- Advanced proficiency with Microsoft Office Suite, including PowerPoint, Excel, Word, and Outlook

Success in This Role

Successful candidates will become a trusted extension of the COO, consistently delivering high-quality work, driving execution across multiple priorities, and ensuring critical business initiatives move from concept to completion. They will create leverage for executive leadership by combining operational excellence, sound judgment, business acumen, and exceptional execution.

📌 Executive Operations Lead (Toronto)
🏢 Greenstone Financial Services Canada
📍 Toronto