Executive Assistant to the CEO & President

Executive Assistant to the CEO & President
Salary $65,000-$75,000 Benefits Package
Vacation + Personal Days
Free Parking and Gym Access
Location - Mississauga, ON

About the Opportunity Our client is a growing financial services organization operating across wealth management and insurance. They are seeking a highly organized, proactive, and professional Executive Assistant to provide dedicated support to the Chief Executive Officer and President.

Key Responsibilities

• Executive Support
• Manage complex calendars for the CEO and President
• Coordinate internal and external meetings
• Prioritize appointments and resolve scheduling conflicts
• Prepare daily schedules and briefing materials
• Organize executive travel including flights, hotels, transportation, meeting itineraries, and expense documentation Prepare meeting agendas and presentation materials
• Attend meetings when required and prepare minutes and action items
• Follow up on outstanding tasks and commitments

Executive Communications

• Draft, edit, and proofread professional correspondence
• Coordinate communications with advisors, carriers, strategic partners, and vendors
• Manage executive email communications as directed
• Prepare newsletters and mass email communications through ActiveCampaign or a similar platform
• Coordinate distribution lists and marketing campaigns
• Ensure all communications reflect professional standards and compliance requirements

Meeting & Event Coordination

• Host executive meetings both virtually and in person.
• Coordinate meeting logistics including invitations, boardrooms, technology setup, catering, and presentation materials.
• Support executive presentations. Organize quarterly leadership meetings.
• Coordinate business development meetings.

Conference & Event Planning

• Lead the planning and coordination of corporate events including the annual conference, leadership meetings, sales meetings, advisor conferences, appreciation events, and sponsor events.
• Responsibilities include venue coordination, hotel negotiations, vendor management, registration management, agenda and speaker coordination, sponsor communication, budget tracking, event logistics, and on-site event support.

Reporting & Administrative Support

• Coordinate production and sales reports with internal departments.
• Assist executives with data collection and reporting.
• Prepare executive dashboards.
• Track project progress. Maintain organized electronic filing systems.
• Prepare executive packages and presentations. Monitor action items and deadlines.

Project Coordination

• Support strategic initiatives by coordinating multiple departments, following up on deliverables, tracking project timelines, assisting with implementation of executive priorities, and keeping projects on schedule.

Relationship Management

• Act as the first point of contact for the executive office by greeting visitors professionally, hosting executive meetings, coordinating communications with advisors and business partners, maintaining positive stakeholder relationships, and representing the executive office with professionalism and discretion.

Work Expectations

• This is an in-office position based in Mississauga, Ontario
• Regular business hours are Monday to Friday, with flexibility required to support executive meetings, conferences, travel, and occasional business events outside standard hours
• Occasional travel may be required to support conferences, advisor meetings, and corporate events
• The successful candidate should be comfortable in a dynamic environment where executive priorities can change on short notice

Qualifications

• Minimum 3 years of Executive Assistant experience supporting senior executives.
• Experience supporting C-suite executives.
• Post-secondary education in Business Administration or a related discipline is preferred.
• Experience within financial services is considered a strong asset.
• Experience working in a regulated environment is an asset.
• Exceptional written and verbal communication skills.
• Advanced proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint and Teams).
• Experience with CRM systems and email marketing platforms such as ActiveCampaign is an asset.
• Experience coordinating corporate events and conferences.
• Excellent organizational and project management skills.