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We are currently seeking a high-caliber, Bilingual Executive Assistant to serve as a trusted partner to the Managing Director and C-suite executives of a prestigious philanthropic organization in Toronto. This is not just a support role; it is a strategic partnership designed for an experienced professional who operates with autonomy, discretion, and precision. In this pivotal position, you will act as an extension of the executive office, enabling leadership effectiveness through proactive planning and high-level judgment. You will manage complex executive workflows and prepare leaders for high-stakes internal and external engagements. You will be the architect of the executive's day, ensuring seamless coordination across executive leadership, the Board, advisory bodies, and external stakeholders. This role offers a unique hybrid work environment where your ability to anticipate needs and facilitate decision-making will be highly valued. You will be empowered to make decisions on behalf of executives within defined parameters, ensuring the organization's vision is executed flawlessly. ... If you thrive in a fast-paced environment and possess the tact and nuance to support multiple high-level executives, this is the opportunity for you. Join a team where your organizational skills directly contribute to meaningful impact.
Job Responsibility:
Provide executive-level support to the Managing Director and other executives, operating as a trusted partner and extension of the executive office
Manage highly complex calendars across MD-level leadership, applying judgment to prioritize requests, sequence meetings, and resolve conflicts efficiently
Act as a gatekeeper for executive time, independently triaging requests and, over time, making scheduling and prioritization decisions on behalf of executives
Coordinate comprehensive travel arrangements and manage travel expense reporting with precision
Prepare executives for meetings and engagements by coordinating agendas, briefing materials, background context, and necessary follow-ups
Track executive commitments, decisions, and action items, ensuring timely follow-through and alignment with organizational priorities
Coordinate high-level meetings involving executive leadership, Board members, advisory council members, and external stakeholders
Prepare, review, and edit executive-level correspondence, briefing notes, presentations, reports, and meeting materials in both French and English
Serve as a primary point of contact for executive leadership, Board members, advisory councils, and external partners, representing the executive office with diplomacy
Support relationship stewardship by maintaining contact databases, tracking engagements, and ensuring appropriate follow-up
Maintain meticulously organized records, documentation, and filing systems to support executive continuity and decision-making
Requirements:
Native French-speaking or superior working proficiency (must be comfortable with complex spoken and written French)
7+ years of experience providing executive-level support to MD, C-suite, or equivalent leadership
University education is preferred (e.g., experience acting as an EA to a University Dean or Chair of a Board is highly desirable)
Demonstrated experience supporting multiple executives and navigating complex organizational dynamics
Proven track record of managing heavy calendaring, travel logistics, and stakeholder relations
Availability to be responsive outside of standard 9-5 hours when necessary (e.g., during executive travel)
Must be legally eligible to work in Canada and located in the Toronto area.
What we offer:
Comprehensive benefits package covering 100% of premiums for the employee and dependents, effective from day one
Hybrid work model offering a balance between in-office collaboration (Midtown Toronto) and remote work
Accessible location in Toronto, close to St. Clair subway station
Transportation allowance of $156/month which can be applied to parking or public transit (Presto)
15 days of paid vacation to ensure work-life balance
Laptop and necessary technology provided to support your success
Opportunity to join a values-driven organization focused on integrity, excellence, and making a difference
A supportive environment that values professional growth and excellence