About the role
The Executive Assistant provides high-level administrative and operational support to senior leadership, owning calendar management, communications, travel, meeting logistics, and day-to-day administrative needs. This role serves as a trusted partner and point of contact for executives, internal teams, and external stakeholders, handling sensitive information with discretion and anticipating needs so that leaders can focus their time on the highest-priority work.
What you’ll do
Responsibilities are organized into six core categories, plus a secondary category of as-needed support.
Calendar & Schedule Management
Manage and maintain executive calendars, proactively resolving conflicts and balancing competing priorities
Schedule internal and external meetings, coordinating across time zones, attendees, and rooms or virtual platforms
Protect focus time and preparation time, and flag upcoming scheduling pressure points in advance
Send invitations, reminders, and updates, and ensure materials and meeting links are in place ahead of time
Communications & Executive Representation
Inbox & Correspondence
Monitor and triage executive email, flagging urgent items and drafting responses on their behalf as appropriate
Prepare and proofread correspondence, announcements, and other written communications
Gatekeeping & Relationship Management
Serve as the first point of contact for the executive, screening requests and directing them appropriately
Represent leadership professionally in interactions with employees, board members, clients, vendors, and other external partners
Handle confidential and sensitive information with discretion at all times
Travel Coordination
Book and manage domestic and international travel (flights, hotels, ground transportation) in line with executive preferences and company policy
Prepare detailed itineraries, including meeting schedules, contact information, and supporting documents




Monitor travel plans and adjust quickly when delays, cancellations, or schedule changes occur
Maintain traveler profiles, loyalty program information, and preferences
Meeting & Event Support
Meeting Preparation & Follow-Up
Prepare agendas, briefing materials, and background documents for executive meetings
Attend meetings as needed to take notes and minutes, capture action items, and track follow-through
Leadership Events & Onsite Hospitality
Coordinate leadership team meetings, offsites, board meetings, and other executive events, including venue, catering, and logistics
Ensure a polished guest experience for onsite meetings — visitor check-in, building and security coordination, parking validation, and conference room readiness
Document, Expense & Administrative Support
Prepare, edit, and format documents, presentations, spreadsheets, and reports on behalf of leadership
Process expense reports and reimbursements accurately and on time, and reconcile corporate card activity
Assist with budget tracking, invoice processing, and vendor payments related to executive operations
Maintain organized filing systems, contact lists, and records, both digital and physical
Projects, Systems & Process Improvement Support special projects and cross-functional initiatives by tracking deadlines, coordinating stakeholders, and following up on deliverables
Maintain executive team resources such as org charts, distribution lists, and shared calendars or intranet pages
Identify opportunities to streamline recurring administrative processes and recommend improvements




Partner with other administrative and operations staff to ensure consistent support across the leadership team
Secondary — As-Needed Responsibilities These responsibilities are lower frequency and variable in demand.
Executive and VP/C-suite dinner reservations and coordination
Notary scheduling
Interview scheduling support
Gift, card, and recognition coordination on behalf of leadership
Backup coverage for other administrative team members during absences
Qualifications
_ Required _
3–5 years of experience supporting senior executives or in a comparable administrative role
Exceptional organizational skills and the ability to manage multiple competing priorities in a fast-paced environment
Excellent written and verbal communication skills, with strong attention to detail
Sound judgment and the ability to maintain confidentiality and exercise discretion
Proficiency with calendar and email platforms, Microsoft Office or Google Workspace, and video conferencing tools
Proactive, resourceful, and comfortable working independently with minimal direction
Benefits
Competitive salary rangeand performance bonus program
Dollar-for-dollar 401(k) match up to 4% that is fully vested upon enrollment
100% employee premiums paid by employer for medical, dental, vision, life insurance, and disability
Paid Time Off + Sick time
Applications will be accepted on an ongoing basis. Prime is an Equal Chance Employer. All applicants are considered for employment without attention to race, color, age, religion, sex (including pregnancy, childbirth or related medical conditions), sexual orientation, gender identity or expression, genetic information, ancestry, national origin, citizenship, protected veteran or military status, disability status, or any other classification protected by federal, state, or local laws and ordinances.
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📌 Executive Assistant (Ontario)
🏢 Prime Data Centers
📍 Ontario