Some Executive Assistants support executives, others become trusted partners, helping leaders maximize their impact, navigate competing priorities, and execute initiatives that shape an organization's future. At Aeternus, we're looking for an exceptional Executive Assistant to the CEO who thrives in complexity, anticipates needs before they arise, and takes pride in creating order, clarity, and momentum in quick-moving environments. As a critical extension of the CEO's office, you'll work closely with our Founding and Managing Partners, providing strategic executive support that enables organizational leadership, business growth, and operational excellence.

You'll be a trusted confidant, a skilled coordinator, and a key liaison between senior leadership, employees, clients, and external stakeholders. Every day, you'll help create the conditions for leadership success. You'll serve as the gatekeeper and coordinator of executive priorities by: You'll help ensure communication is timely, professional, and aligned with organizational priorities by: Managing executive correspondence, including email monitoring and prioritization.

Drafting professional communications on behalf of executive leadership. Serving as a key point of contact for internal and external stakeholders. You'll help transform discussions into action by: Organizing leadership meetings, planning sessions, and executive discussions.

Preparing agendas, briefing materials, presentations, and meeting packages.

Develop

Executive-Level Presentations and Documents You'll create materials that support informed decision-making by: Building executive presentations, dashboards, reports, and briefing documents.



Producing professional materials that support leadership effectiveness.

Coordinate

Travel, Events, and Logistics Managing travel arrangements, accommodations, itineraries, and expenses. Assisting with special projects and strategic priorities. Monitoring timelines and providing status updates for any project activities you are supporting.

Office Management

Take proactive ownership of the office to ensure the employees and visitors are welcomed and tended to, the office is tidy, and meeting rooms are cleaned up after meetings. Organize the office, maintain adequate office supply and technology inventory, and receive and return technology assets from/to head office. Work on-site on anchor office days (i.e., 1 or more designated days per week).

Help support the desired company and office culture. 7+ years supporting senior executives, ideally a CEO, President, Managing Partner, or other C-suite leaders. ~ Strong relationship-building and stakeholder-management capabilities. ~ Advanced proficiency with Microsoft 365, including Outlook, Teams, Word, PowerPoint, Excel, SharePoint, and Copilot. ~ Experience with CRM systems, project tracking tools, and virtual meeting platforms. ~ Experience supporting board governance activities is considered an asset. Continuous improvement of executive office processes. You'll join a collaborative, high-performing team dedicated to helping clients and colleagues navigate complex decisions with confidence.

You'll work directly alongside senior leadership, gain exposure to strategic initiatives, and play a critical role in supporting the continued growth of the organization. We are committed to building an inclusive environment where all individuals feel respected, supported, and empowered to succeed.

📌 EA to the Office of the Chairman (Toronto)
🏢 Aeternus
📍 Toronto