Senior Executive Assistant

Tract Capital Management•Quinte West, ON

3d•$120,000 - $140,000•Onsite

About The Position

The Senior Executive Assistant serves as a trusted partner to senior leadership, providing proactive administrative and operational support that helps executives stay focused on the organization’s highest priorities. The ideal candidate is highly organized, detail-oriented, discreet, and service-driven, with strong judgment, executive presence, and the ability to manage competing priorities in a fast-paced environment. Success requires building trusted relationships, anticipating needs, coordinating across functions, and improving workflows through thoughtful use of technology.

Requirements

10+ years supporting C-level executives or senior leaders in a fast-paced, high-standard environment.
Demonstrated experience managing complex executive calendars and competing priorities.
Advanced proficiency in Microsoft Office 365, Adobe Acrobat, SharePoint, DocuSign, and collaboration/document management platforms.

Nice To Haves

Experience in law, accounting, investment, consulting, private equity, financial services, or a similarly fast-paced corporate environment strongly preferred.
Experience coordinating complex domestic and international travel; private or corporate aviation experience preferred.
Experience with confidential workflows, document management, executive approvals, legal documentation, or financial administration preferred.
Ability to quickly learn new technologies and improve administrative processes and efficiency.
Strong organizational, project management, and time management skills.
Excellent written and verbal communication skills with strong attention to detail.
Sound judgment, discretion, and professionalism when handling sensitive information.
Experience in private equity, investment management, financial services, consulting, law, Fortune 500, family office, or similar organizations strongly preferred.

Responsibilities

Manage complex executive calendars, prioritizing meetings, resolving conflicts, and aligning executive time with business priorities.
Coordinate domestic and international travel, including aviation, accommodations, ground transportation, itineraries, dining, and contingency planning.
Prepare briefing materials, presentations, agendas, meeting notes, and follow-up action items.
Serve as a professional, discreet liaison between executive leadership and internal and external stakeholders.
Manage confidential document workflows, including agreements, NDAs, MSAs, signature pages, notarizations, records, and execution follow-through.
Coordinate executive, leadership, board, and business meetings, ensuring materials, logistics, and follow-up are completed seamlessly.
Process expense reports, invoices, reimbursements, executive purchases, and corporate card reconciliations accurately and on time.
Protect confidential business and personal information with integrity, professionalism, and discretion.
Track projects, action items, approvals, and deliverables to support timely execution across workstreams.
Partner with cross-functional teams to support executive priorities and organizational initiatives.
Improve administrative processes, documentation, and workflow efficiency through effective use of technology.
Maintain organized executive documentation, meeting materials, shared resources, and administrative processes.
Build strong relationships across the organization and represent the Executive Office with professionalism and service excellence.
Perform other responsibilities and special projects as assigned.