Executive Assistant to the President & CEO (1-Year Contract)

Haventree Bank • Toronto, ON

6d • Hybrid

About The Position

Haventree Bank is a private Canadian Schedule 1 bank specializing in alternative mortgage programs and insured GIC deposits. We help hardworking Canadians from coast-to-coast achieve homeownership by offering flexible mortgage solutions. Our insured GIC deposits offer competitive rates and are available through a variety of wealth management platforms. Headquartered in Toronto, Ontario, Haventree Bank (Haventree) is a mission driven alternative mortgage lender. The name Haventree is representative of the bank’s mission to help its customers find a place of refuge and to lay down new roots for the future. Haventree exists to be a catalyst of financial security and upward mobility for Canadians who are underserved by the traditional financial system. Reporting to the President & CEO, the highly motivated and detail-oriented Executive Assistant will be responsible in providing comprehensive support to our President and CEO. The Executive Assistant will be highly professional with a proactive mindset, resourcefulness in problem-solving, unwavering commitment to excellence, and thrive in a fast-paced environment. The Executive Assistant is exceptionally capable of prioritizing and managing a wide range of administrative and strategic tasks efficiently and with a high degree of confidentiality and independence. The Executive Assistant will also provide executive and administrative support in planning and overseeing projects, programs, meetings, communications and travel requirements established by the Executive office.

Requirements

• University degree or equivalent experience preferred.
• Proven experience as an executive assistant or similar role.
• Experience with administrative support for Boards of Directors including proficiency in Board portal software (Diligent).
• With a university degree and accreditation, the position requires 5+ years experience in a similar role.
• Strong interpersonal skills with the ability to build relationships at all levels.
• Exceptional organizational and multitasking abilities.
• Strong written and verbal communication skills.
• Strongly proficient in Microsoft Office Suite and other relevant software.
• Ability to work independently and handle confidential information with discretion.
• Discretion and confidentiality of the highest degree.

Responsibilities

• Manage communications and correspondence (phone, voicemail, email, mail), responding where appropriate, bringing action items forward to appropriate individual’s attention, and ensuring all interactions are handled professionally.
• Manage calendars including scheduling/arranging meetings, booking meeting rooms, and sending invitations and reminders.
• Manage the preparation of background and supporting material, meeting documents and PowerPoint presentations for President and CEO with minimal direction.
• Prepare agendas, documents, and presentations for meetings attended by the CEO.
• Ensure the CEO is well-prepared and informed for all engagements.
• Ensure supporting materials for meetings and events are prepared accurately and provided in a timely manner.
• Arrange events including coordinating calendars, identifying venues etc.
• Coordinate travel and reservations.
• Manage, maintain, and update contacts and routine calendaring items to highlight peak demand times.
• Act as a gatekeeper to ensure appropriate access, preparation, and follow‑up on executive engagements
• Anticipate executive needs by proactively identifying priorities, potential conflicts, and upcoming decision points
• Track, report and submit business expenses for reimbursement though Concur management systems.
• Troubleshoot issues and coordinate with appropriate technical support to resolve issues.
• Assist with Board of Director administrative support, materials and meetings, including the coordination of meetings, managing secure handling and distribution of board meeting materials, coordinate scheduling, catering requests and booking meeting locations.
• Liaise with external stakeholders with respect to invitations, action items for President and CEO
• Ensure strict confidentiality and the utmost discretion is maintained in the handling of sensitive information, and in communicating with all stakeholders.
• Provide general office administrative support including photocopying, mail sorting Arrange couriers and deliveries ensuring time-sensitive material is received on time.
• Manage, maintain, and update general admin templates.
• Receive and log incoming mail, coordinate meeting room bookings, room set-up and manage the kitchen duties on occasion.

What This Job Offers

• Job Type: Full-time
• Career Level: Executive