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About
The Opportunity We are seeking a highly organized and discreet Executive Assistant to provide senior-level support to both our CEO and CMO / Head of Business Development. This role serves as a central coordination point between internal departments, external partners, and prospective Q Wealth firms—ensuring the efficient execution of strategic initiatives, meetings, and business-development projects that drive Q Wealth's continued growth.
The ideal candidate has extensive experience supporting multiple C-suite leaders in a dynamic, fast-paced environment and can balance competing priorities with professionalism and precision. This position reports to the CEO and CMO.
Key Responsibilities
- Manage complex calendars for the CEO and CMO, ensuring alignment across internal meetings, partner priorities, and prospective-partner schedules.
- Screen, prioritize, and respond to emails, calls, and correspondence on behalf of executives, maintaining accuracy and discretion.
- Liaise with internal departments—including Marketing, Operations, Compliance, and Partner Admissions—to ensure initiatives move forward; track key deliverables and follow up proactively.
- Prepare briefing materials, agendas, presentations, and meeting packages for internal and external meetings.
- Attend key meetings as needed, prepare concise summaries and executive notes, and monitor follow-up actions to completion.
- Coordinate board meetings, leadership sessions, and partner events, ensuring all materials and minutes are prepared on time.
- Assist in preparing for partner and sales meetings by coordinating materials, background notes, and presentation logistics.
- Coordinate logistics related to prospective-partner meetings, including limited travel arrangements and multi-team scheduling.
- Conduct research, compile data, and prepare reports or summaries for executive review.
- Provide support for internal communications and company announcements.
- Handle sensitive and confidential information with sound judgment.
- Assist with ad hoc projects and other duties as assigned.
Core Competencies & Qualifications
- 5–10 years of experience supporting senior executives, ideally within financial services, professional services, or other high-growth sectors.
- Demonstrated ability to manage multiple executives and departments simultaneously.
- Strong project-tracking skills and proactive follow-through on initiatives and deliverables.
- Exceptional written and verbal communication; able to distill complex information clearly and concisely.
- Advanced proficiency in Google Workspace and Microsoft 365; familiarity with Calendly and GetFeedback is an asset.
- Discretion & Confidentiality: Handles sensitive business and personal matters with complete trustworthiness.
- Proactive Problem Solving: Anticipates needs and finds solutions before issues arise.
- Attention to Detail: Maintains high accuracy in managing calendars, documents, and compliance forms.
- Professionalism: Represents the CEO and CMO with polish and tact in all interactions.
Compensation & Benefits
- Bonus: 10–15 % annual performance bonus
- Staff Equity Participation Plan: Eligibility based on tenure
- Benefits: Comprehensive health and wellness plan
- Work Model: Hybrid (North York office)
Languages
- English
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