Ideal Candidate Profile The ideal candidate is a highly trusted, proactive, and detail-oriented professional who thrives in a fast-paced, senior executive environment. This role may suit an experienced executive administrator who has supported C-suite or senior leadership stakeholders and understands how to navigate complex corporate environments with professionalism, discretion, and sound judgment. It may also suit a developing business professional who has demonstrated strong administrative, organizational, and communication capabilities and is interested in gaining exposure to executive operations, stakeholder management, strategic coordination, and project leadership. In either case, the successful candidate will be highly polished, resourceful, calm under pressure, and comfortable working with senior leaders, clients, and external partners. They will bring excellent written and verbal communication skills, strong follow-through, sound judgment, and the ability to anticipate needs before they arise.

Primary Responsibilities: The Executive Assistant will provide fast, efficient, and highly professional support to a senior executive. This role will work alongside a team of assistants and will be expected to develop trusted relationships, promote teamwork, and help ensure the smooth operation of day-to-day executive activities.

Key responsibilities include: Calendar Management Manage extensive and complex calendars, including frequent interaction with senior internal stakeholders, clients, and C-suite executives. Proactively manage constantly changing schedules, prioritize time-sensitive requests, and anticipate conflicts using sound judgment to identify solutions and workarounds. Coordinate logistics across locations, time zones, and stakeholder groups. Manage complex meetings involving clients and senior stakeholders across the Firm. Arrange meeting logistics, including conference calls, meeting rooms, catering, video conferencing, and AV support. Ensure meeting materials, agendas, and relevant context are prepared and available in advance where appropriate. Executive Administrative Support Handle and resolve inquiries and issues wherever possible to minimize impact on managers. Quickly develop an understanding of senior managers’ key clients, stakeholders, priorities, and working styles to enable proactive support. Serve as a professional and trusted point of contact for incoming requests. Proactively manage phone calls, extracting and acting on key information where appropriate. Develop a strong understanding of how the team operates in order to prioritize meetings and requests effectively. Manage confidential data and information with the highest degree of discretion. Take and relay detailed messages and build effective relationships with regular callers and stakeholders. Collate agendas for key meetings. Track outstanding actions and information requests on behalf of managers, following up on responses and updates as required. Provide administrative support for ad hoc projects, including offsites, onsite events, team meetings, social events, recruiting processes, printing, filing, presentation markups, ordering business cards, and related tasks. Travel and Expenses Schedule and manage complex travel itineraries and event logistics, ensuring adherence to internal policies. Coordinate flights, hotels, visas, ground transportation, agendas, and related materials. Ensure travel itineraries and meeting agendas are prepared in advance. Collect, submit, and track expenses promptly and accurately in accordance with Firm policy. Support event-related expense processes, including preapprovals, reconciliations, and timely submissions.

Teamwork and Relationship Management Work collaboratively with other assistants and team members across regions and divisions. Provide phone and assistant coverage outside the designated team, including during lunch breaks, vacations, and sick leave. Maintain up-to-date handover notes to support effective coverage. Build strong networks with internal and external counterparts. Develop effective working relationships with assistants, stakeholders, and business partners across the Firm. Office Management and Local Team Support Provide local support for the Montreal team on an ad hoc basis, including room bookings and coordination for team meetings. Help organize local team engagements, including dinners, celebrations, and other team activities. Support the smooth operation of local office logistics as needed.

Skills and Qualifications Proven experience providing support at the executive or senior leadership level. Exceptional ownership and follow-through, with the ability to track and complete outstanding items without the need for repeated prompting. Excellent written and verbal communication skills, with the ability to interact confidently and professionally with stakeholders at all levels. Highest levels of attention to detail, accuracy, and organization. Strong judgment, discretion, and professionalism, including the ability to handle confidential information appropriately. Ability to remain calm under pressure and respond effectively to last-minute changes, competing priorities, and urgent requests. Highly organized, with excellent time management, prioritization, and multitasking skills. Proactive, resourceful, and solutions-oriented, with a strong sense of accountability. Ability to anticipate needs, gather information from busy stakeholders, and operate independently when the executive is traveling or unavailable. Confident, friendly, polished, and people-oriented, with the ability to build trust and credibility quickly. Strong collaborative skills and a demonstrated ability to work effectively as part of a team. Strong work ethic and commitment to professionalism. Flexibility, including a willingness to work overtime when needed. Strong knowledge of Microsoft business applications, including Outlook, PowerPoint, Excel, Word, and Teams. Ability to create, edit, and review business documents, presentations, spreadsheets, and written communications with accuracy and polish. Minimum typing speed of 50 wpm. Ongoing training on Brokerage systems and policies will be provided.

Key Attributes Trusted and discreet Highly organized and detail-oriented Proactive and anticipatory Clear and polished communicator Calm under pressure Comfortable with senior executives and external stakeholders Strong business judgment Collaborative and team-oriented Resourceful and solutions-focused Able to navigate complex corporate environments professionally