Executive Assistant (15 Month Contract)

Numeris • Toronto, ON

1d • CA$65,000 - CA$80,000 • Hybrid

About The Position

The Executive Assistant is a high-trust, senior-level administrative partner responsible for providing comprehensive executive, operational, and governance support to the Chief Growth Officer (CGO), Chief Research & Operations Officer (CROO), and broader People & Culture and GRC (Governance, Risk & Compliance) functions. This role goes beyond traditional administrative support, acting as a central hub across leadership, ensuring seamless execution of executive priorities, governance processes, internal workflows, and organizational operations. The incumbent is expected to anticipate needs, proactively improve systems, and drive efficiency across tools, processes, and leadership workflows. Key areas of responsibility include executive calendar and priority management, cross-functional coordination, governance and compliance support (including DocuSign and approval workflows), onboarding/offboarding governance alignment, financial tracking support, and leadership communications preparation. This role requires a high degree of discretion, judgment, organizational maturity, and the ability to operate effectively in a fast-paced, executive-facing environment. In-office attendance is required minimum twice per week, with additional presence as needed based on executive priorities and business needs.

Requirements

• College diploma required
• 3–6 years of experience in executive support, operations coordination, or senior administrative roles
• Experience supporting senior leadership (VP level)
• Advanced proficiency in MS Office (Outlook, Word, Excel, PowerPoint)
• Strong operational judgment and ability to manage competing priorities in real time
• High attention to detail with a systems-thinking mindset
• Strong written and verbal communication skills
• Proven ability to handle confidential and sensitive information with discretion
• Experience with workflow tools such as SharePoint, Confluence, Monday.com, or similar platforms
• Ability to proactively improve processes rather than simply execute tasks
• Pleasant “can do” attitude, takes steps to work proactively to support

Nice To Haves

• Bachelor’s degree preferred
• Exposure to governance, compliance workflows, or document approval systems (DocuSign or similar) is an asset
• Experience working across cross-functional teams such as HR/P&C, Finance, or Legal is preferred

Responsibilities

• Provide high-level administrative and operational support to the CGO, CROO, and Leadership Team, including complex calendar management, prioritization of competing demands, and proactive scheduling optimization
• Coordinate executive meetings, leadership forums, and cross-functional working sessions, including agendas, briefing materials, and follow-ups
• Prepare and synthesize meeting notes, action items, and executive summaries as required
• Manage domestic and international travel arrangements, itineraries, and logistics with a focus on efficiency and executive readiness
• Support governance workflows including DocuSign routing, approval tracking, documentation integrity, and compliance-related administrative processes
• Maintain structured documentation across Confluence, SharePoint, Monday.com, and other workflow systems to ensure audit readiness and process consistency
• Support adherence to internal approval frameworks, ensuring proper routing, documentation, and tracking of executive-level decisions and sign-offs
• Identify and implement improvements to governance workflows, documentation standards, and operational procedures
• Coordinate onboarding and offboarding processes in partnership with P&C and IT, ensuring consistent, compliant, and well-documented execution
• Takes a lead with internal initiatives aligned to corporate leadership priorities i.e. plans corporate events
• Supports the P&C team with organizing both virtual and in person activities throughout the year
• Manage executive-level expense tracking, credit card reconciliation, invoice submissions, and purchase order processing
• Support budget tracking and reporting accuracy for leadership-related expenditures
• Liaise with Finance as required to ensure timely and accurate processing of financial documentation
• Oversee office operations coordination, including supplies, vendor coordination, facilities requests, and workplace logistics
• Act as primary liaison with building management and internal operations teams for office needs (repairs, access, seating, meeting setup, etc.)
• Support in-person meeting and event logistics, including setup, coordination, and post-event wrap-up
• Manages the office space, orders supplies, kitchen stock up of drinks and snacks
• Develop, format, and refine presentation materials for town halls, board updates, leadership meetings, and strategic reviews
• Ensure consistency, clarity, and executive-level polish in all presentation and communication materials
• Support storytelling and structuring of leadership content for internal and external-facing presentations

Benefits

• Competitive salary and benefits package (Health, Dental, Vision and Personal Spending Account - employer paid premiums)
• Continuous learning and development via Percipio, our Learning Management System.
• MentorMe program
• Leadership Training offerings
• Perkopolis: Participation in a program that provides exclusive discounts on products and services to employees.

What This Job Offers

• Job Type: Full-time
• Career Level: Senior
• Education Level: Associate degree