The Senior Executive Assistant provides high-level, confidential, and proactive executive support to the Chief Investment Officer/Chief Legal Officer and Chief Financial Officer. The Senior Executive Assistant acts as a trusted partner and liaison, enabling executive effectiveness through calendar leadership, meeting preparation, communication management, document coordination, financial administration, governance support, and follow-through on key priorities. The role routinely involves exposure to highly sensitive and confidential matters, including legal, financial, governance, technology, personnel, strategic, and executive-level information, and requires the highest standards of confidentiality, integrity, and professionalism at all times. Beyond traditional executive support, the role will contribute to the quality, organization, and efficient flow of executive documents and presentations, and will bring curiosity and initiative to improving how work is completed. The Senior Executive Assistant provides high-level, confidential, and proactive executive support to the Chief Investment Officer/Chief Legal Officer and Chief Financial Officer. The Senior Executive Assistant acts as a trusted partner and liaison, enabling executive effectiveness through calendar leadership, meeting preparation, communication management, document coordination, financial administration, governance support, and follow-through on key priorities. The role routinely involves exposure to highly sensitive and confidential matters, including legal, financial, governance, technology, personnel, strategic, and executive-level information, and requires the highest standards of confidentiality, integrity, and professionalism at all times. Beyond traditional executive support, the role will contribute to the quality, organization,



and efficient flow of executive documents and presentations, and will bring curiosity and initiative to improving how work is completed. Based on Chartwell’s business plan, corporate goals, and executive priorities, and in consultation with the CIO/CLO and CFO, it will be the Senior Executive Assistant’s responsibility to: Serve as a trusted point of contact for the CIO/CLO and CFO, exercising discretion, sound judgement, and professionalism when interacting with internal and external stakeholders. Handle highly sensitive and confidential matters with discretion, including confidential legal files, financial information, Board and committee materials, employee and executive information, strategic initiatives, and matters requiring strict need-to-know handling. Manage Outlook email, contacts, and follow-ups to ensure timely responses, explicit prioritization, and appropriate escalation of urgent or sensitive matters. Coordinate executive meetings, including agenda preparation, pre-read materials, logistics, minutes, action items, and follow-up tracking. Plan and coordinate meetings and business activities end to end, including scheduling, venue or virtual logistics, materials, attendee communications, catering, technology requirements, and post-meeting follow-up. Prepare and coordinate executive-level Investment Committee, governance, legal, finance, and Board-related materials for review and distribution,



ensuring accuracy, consistency, confidentiality, version control, and timely completion. Coordinate legal, compliance, finance, and corporate documentation workflows, including intake, review coordination, document comparison, approvals, electronic‑signature processes, filing, distribution, and retention as required. Prepare, format, proofread, edit, compare, and organize correspondence, reports, presentations, spreadsheets, briefing notes, and executive communications using Microsoft Word, PowerPoint, Excel, Outlook, and related tools. Support document-intensive workstreams by consolidating Q&A; documents, organizing and maintaining due diligence checklists, comparing and blacklining documents, coordinating document versions, and preparing materials for review and signature. Support the development of executive presentations by drafting slides from source materials or direction, consolidating input, applying consistent formatting, proofreading content, and preparing presentation-ready materials. Prepare monthly expense reports, reconcile receipts, coordinate approvals, and submit expense claims on a timely basis. Plan and coordinate domestic and international travel, including transportation, accommodations, detailed itineraries, meeting logistics, travel documentation, and changes or contingencies. Organize executive offsite sessions, leadership meetings, and team events, including venue coordination, meals, travel arrangements, materials, technology, and follow-up actions. Develop and maintain a general understanding of financial, legal, governance, and business documents to support effective prioritization and document handling. Work collaboratively with the CIO/CLO, CFO, Human

📌 Executive Administrative Assistant, Senior (Mississauga)
🏢 Chartwell Retirement Residences
📍 Mississauga