Executive Assistant

Location: Hybrid (NorthYork)

Type: Full-time

Greenlight was founded on a simple idea: deliver real value wins to our customers and build a culture where great people can do their best work. We've evolved into a trusted partner in intelligent automation where we help organizations reimagine how work gets done. With 100+ successful automations and millions in client ROI, our impact runs deep: efficiency, scalability, and lasting transformation.

We play to win, showing up prepared, focused, and committed to each other's success. We push what's possible and challenge convention. We communicate with courage, surfacing ideas and issues with honesty and clarity. And we own the full outcome, seeing every commitment through to lasting impact.
That's Greenlight. Where ambition meets accountability, and great people do great work together.

The Executive Assistant (EA) at Greenlight plays a pivotal role in providing comprehensive administrative support to the company's four Managing Partners. The primary objective of this role is to assist each partner in ensuring the smooth functioning of the daily operations and schedules with their respective areas of focus, requiring an approachable, proactive, and adaptable outlook to managing the dynamic nature of the business. With Greenlight's rapid growth, you will be faced with many new challenges and opportunities. Ability to respond to ad hoc and last-minute requests, demonstrating agility in managing shifting priorities are key attribute for success in this role.

The EA is expected to handle all tasks requested by the partners as part of their job responsibilities, ensuring a positive approach to unexpected work. While guidance and direction will be provided, the expectation for this role is that the individual has a willingness to take initiative to figure things out, is adaptable to working outside of regular processes, and stays nimble.

You will act as the face of the C-Suite, representing them with employees and external contacts building strong relationships across all levels of the organization.

Accountabilities include, but are not limited to:

Executive Support

• Effectively manage the schedules of the C-suite, working well with competing priorities.
• Proactively look for ways to make the day-to-day operations for the C-suite smoother and easier.
• Responsible for travel arrangements for the C-suite team.
• Navigate complex tasks and projects with a focus on successful outcomes and a get-it-done attitude.
• Actively support the C-suite and their teams' initiatives as they arise, contributing to a positive atmosphere.
• Liaison between executives, employees, and stakeholders, ensuring strong communication and relationships.
• As required, assists in distributing meeting materials and agendas.
• Coordinate and prioritize incoming requests and communications for timely responses.
• Handle sensitive and confidential information discreetly.
• Assist with research, planning/executing on projects with a timely and strategic approach to task completion.

Office Management:

• Be present in the office at least once per week and as required, ad hoc or last-minute.
• Continuously enhance overall office efficiency and operations
• Include but not limited to: kitchen and stationery supplies, coordinate office and group lunch/ coffee orders, arrange catering for meetings, ensure a well-stocked and organized kitchen/office, and an efficient work environment.
• Facilities Management: Office facilities, including ensuring a safe and efficient working environment, overseeing maintenance and repairs, managing office equipment, and vendor relationships.

Employee Cheerleader:

• Goes beyond administrative duties to actively prioritize the well-being of team members.
• Regularly engages with individuals to understand their needs and concerns, demonstrating a genuine commitment to fostering a supportive, positive, and fun work environment.
• Collaborates with HR on employee engagement initiatives, contributing to a diverse and inclusive workplace culture and an active part of new hire onboarding.
• Manage employee equipment and devices along with IT set-up for onboarding and exiting of employees.

Special Projects:

• Employee events, All Hands Meetings, GLetogether, and as required while Greenlight grows and evolves
• Events: Coordinate logistics and swag where required to minimize friction in execution with stakeholders
• Liaise and collaborate on tasks as required across departments that fall under each executive, including but not limited to: IPA Ops, Costa Rica Ops, Sales, Marketing, HR, and Finance.

Skills:

• The role demands exceptional organizational skills, follow-through, resourcefulness, and effectiveness in a fast-paced environment with the ability to handle confidential information.
• Highly tech-savvy
• Ability to work independently and collaboratively in a team-oriented environment.
• Flexibility to adapt to changing priorities with a highly responsive approach.
• Availability to work outside regular business hours and be present in the office as needed.
• This is a hybrid role to be in the office 3 days a week.
• Sets an unparalleled standard for responsiveness, consistently addressing inquiries and issues with speed.
• Proactively anticipates and resolves potential bottlenecks, contributing to the overall efficiency of communication and workflow within the organization.
• Maintains an elevated standard of integrity, honesty, loyalty, and commitment to organizational values.
• Strong organizational and multitasking skills with attention to detail.
• Exceptional written and verbal communication skills.
• Proficiency in office software and the ability to adapt to new technologies.

AI Disclosure Statement:- We may use artificial intelligence (AI) tools to support parts of our hiring process, such as reviewing applications or assessing responses. These tools help us stay organized and efficient, but they never replace human judgment. Every hiring decision is made by real people who care deeply about finding the right addition to our team and preserving the human connection that defines our culture.

We are committed to a diverse and inclusive recruitment process. Greenlight is proud to always have and continue to be an equal opportunity employer. We believe in equal employment opportunity for all, regardless of ethnicity, culture, sexual orientation, religion, age, gender, or disability status.

We care. Greenlight supports the communities we work in. We have an employee-driven committee, Do GLood, that supports not-for-profit initiatives we are passionate about. Check out our website, Instagram, and LinkedIn to learn more about us

Greenlight is proud to have been recognized and awarded a Great Place to Work Certification with a whopping score of 98% Learn more.