Executive Assistant

Verlo•St. John's, NL

8d•Onsite

About The Position

Verlo is building the AI operating system for wealth management firms. We help financial advisory firms unify their data, deploy AI agents across their operations, and transform manual processes into controlled, compliant workflows. Verlo supports work ranging from portfolio reviews and meeting preparation to account opening, paperwork, CRM updates, and client service. We are an early-stage, rapidly growing company headquartered in St. John’s. We are looking for ambitious, resourceful people who want to help build both the product and the company behind it.

Requirements

At least four years of experience supporting senior executives, founders, or leadership teams.
Exceptional organizational and time-management skills.
Strong judgment and the ability to prioritize competing requests.
Excellent written and verbal communication.
High attention to detail without losing sight of broader priorities.
Demonstrated discretion when handling confidential information.
Ability to anticipate needs and act without constant direction.
Comfort working in a fast-moving environment where priorities can change quickly.
Confidence interacting with customers, candidates, investors, board members, and senior executives.
Ability to remain composed and resourceful when plans change.
Strong proficiency with calendars, email, documents, spreadsheets, presentations, and modern collaboration tools.
Willingness to work in person with the Verlo team in St. John’s.

Nice To Haves

Experience supporting a startup founder or executive team.
Experience in technology, financial services, or another high-growth industry.
Experience coordinating board meetings or investor communications.
Experience supporting recruiting, company events, or office operations.
Familiarity with CRM and project-management tools.
Enthusiasm for using AI and automation to improve administrative work.
Experience helping an executive or leadership team establish stronger operating processes.

Responsibilities

Manage complex calendars for the CEO and COO.
Prioritize meetings according to company objectives and executive availability.
Resolve scheduling conflicts independently and thoughtfully.
Prepare executives for meetings with relevant context, materials, and objectives.
Draft and manage correspondence on behalf of executives when appropriate.
Track important commitments, decisions, and follow-up items.
Protect focused working time and reduce unnecessary interruptions.
Anticipate upcoming needs rather than waiting for instructions.
Provide occasional personal administrative support to the CEO—including coordinating appointments, travel, and time-sensitive logistics—when doing so helps protect the CEO’s focus and keep important commitments organized.
Coordinate leadership meetings, company planning sessions, board meetings, and investor discussions.
Prepare agendas and ensure materials are distributed in advance.
Capture decisions, owners, and deadlines.
Follow up with participants to keep agreed actions moving.
Maintain a clear record of important executive and company commitments.
Help establish consistent weekly, monthly, and quarterly operating rhythms.
Identify issues that require executive attention before they become urgent.
Coordinate domestic and international travel.
Prepare detailed itineraries that account for meetings, transportation, accommodations, and working time.
Manage last-minute changes calmly and efficiently.
Coordinate conferences, customer visits, investor meetings, and company events.
Process executive expenses and maintain accurate supporting records.
Ensure executives have the information and materials they need while travelling.
Schedule board meetings and investor updates.
Coordinate the collection and distribution of board materials.
Maintain organized records of board documents, approvals, and resolutions.
Support investor communications and diligence logistics.
Track requests and follow-ups arising from board and investor conversations.
Handle sensitive information with exceptional discretion.
Welcome candidates, customers, investors, and other visitors to Verlo’s St. John’s office.
Help coordinate team events, planning sessions, and offsites.
Support recruiting logistics, including interviews and candidate travel.
Maintain organized executive and company records.
Coordinate with external legal, accounting, recruiting, and other professional partners.
Help improve administrative processes as the company grows.
Take ownership of important operational details that do not clearly belong elsewhere.