Executive Assistant
ExaCare AI•Toronto, ON
•Hybrid
About The Position
We are seeking a highly organized and proactive Executive Assistant to support the CEO of a fast-growing AI and health technology company. This role is central to enabling the CEO to focus on strategic priorities by expertly managing time, calendars, and logistics in a dynamic, innovation-driven environment. The ideal candidate thrives in a fast-paced setting, and brings strong judgment, discretion, and operational excellence. This is a hands-on, high-ownership role at an early-stage startup, and responsibilities may expand and evolve over time.
Requirements
- 2-5+ years of experience as an Executive Assistant or in a similar administrative/coordination role; experience in tech or SaaS environments is a plus
- Exceptional organizational and time-management skills with the ability to manage competing priorities
- Strong attention to detail and follow-through in a fast-paced setting
- Excellent written and verbal communication skills
- High level of professionalism, discretion, and sound judgment
- Proficiency with modern productivity tools (e.g., Google Workspace, Outlook, Slack, Zoom)
- Comfort and enthusiasm with AI tools, and a willingness to learn and adopt new workflows
- Ability to produce polished, accurate work independently - including drafting communications that require minimal to no review or editing before being sent
- A proactive, high-initiative approach to identifying and completing tasks without needing to be asked
Responsibilities
- Own and manage the CEO's complex calendar, including scheduling, rescheduling, and prioritizing meetings across multiple time zones
- Act as a strategic gatekeeper for meeting requests, aligning executive time with business and product priorities
- Prepare daily and weekly agendas to ensure the CEO is well-prepared for meetings and key milestones
- Proactively update the calendar around travel, blocking time and adjusting meetings as soon as flights or trips are booked
- Manage conference planning and booking, including registrations, travel, accommodations, agendas, and post-event follow-ups
- Coordinate travel arrangements, including flights, hotels, and ground transportation, for the CEO and, at times, other members of the executive team
- Prepare a pre-trip briefing summarizing key travel and meeting details ahead of each trip
- Support planning and execution of company offsites, including on-site and out-of-town travel as needed
- Partner with internal teams, vendors, and event organizers to ensure seamless execution
- Draft, edit, and manage correspondence, calendars, and meeting materials
- Organize and maintain the CEO's inbox for clarity and follow-up
- Maintain organized records, contacts, and documentation with a high degree of accuracy
- Handle confidential and sensitive information related to leadership, strategy, and partnerships
- Provide light office support as needed (e.g., restocking supplies, coordinating with office vendors, keeping shared spaces organized) as the Toronto team grows
- Support ad hoc projects and operational initiatives in a rapidly evolving AI and health tech environment
Benefits
- Competitive salary and equity in a high-growth startup
- Hybrid work, out of our Downtown Toronto office
- Flexible PTO, take what you need
- Medical, dental, and vision coverage
- Great startup culture, including company off-sites
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What This Job Offers
Job Type
Full-time
Career Level
Executive
Education Level
No Education Listed
