Executive Assistant

Role Description 

This role provides high‑quality, proactive and efficient executive administrative support to a ExCo member and a group of FNZ Senior Leaders based in Canada and/or North America. The role will be based in FNZ’s Toronto location. 

In addition to dedicated executive coverage, the role will support the wider FNZ Admin community by providing flexible capacity across administrative tasks and projects as required, helping to ensure the smooth and effective running of the business. 

The role sits within the Support Services (SS) team, which is responsible for enabling the business through consistent, high‑quality support services to both internal and external clients. A key expectation of this role is the active use of AI and digital tools (including Microsoft Copilot and other approved technologies) to improve efficiency, streamline processes and enhance service delivery across the team. 

Specific Role Responsibilities  

Executive & Administrative Support 

• Provide comprehensive administrative support to multiple Senior Leaders, including complex diary management across time zones. 

• Develop a strong understanding of executives’ priorities, workload and working styles in order to provide anticipatory and effective support. 

• Build familiarity with executives’ internal and external stakeholders and support their broader leadership teams as required. 

• Screen, prioritise and manage executive email inboxes, including drafting and responding to emails where appropriate. 

• Organise, manage and maintain key documents, files and records. 

Meetings & Governance Support 

• Support executive and leadership meetings as required, including preparation and distribution of agendas, papers, minutes and action logs. 

• Proactively track meeting actions, follow up with owners and provide meaningful updates to executives. 

• Support on‑site or virtual Board and senior leadership meetings as required, including preparation and coordination. 

Travel, Expenses & Procurement 

• Arrange complex domestic and international travel for executives in line with FNZ travel policies and internal processes. 

• Process procurement requests and manage purchase orders as required. 

• Reconcile monthly corporate credit card statements and process business and approved personal expenses for executives (including, where applicable, Non‑Executive Directors). 

Wider Administrative & Team Support 

• Provide flexible administrative support outside of core executive coverage, including ad‑hoc tasks and projects as required to support business needs. 

• Support the effective day‑to‑day running of the office environment where required, working closely with local and global Support Services teams. 

• Contribute to cross‑cover within the Admin team, ensuring continuity of support during periods of leave or peak demand. 

• Complete mandatory Risk, Compliance and other required FNZ training. 

Continuous Improvement & Use of AI 

• Actively leverage AI-enabled tools (e.g. Microsoft Copilot and other FNZ‑approved technologies) to improve administrative processes, productivity and quality of output. 

• Identify opportunities to streamline workflows, improve documentation and reduce manual effort across executive support and team processes. 

• Share best practices and learning with the wider Support Services and Admin community. 

Experience required 

• Minimum of 5 years’ experience in an Executive Assistant role, ideally supporting multiple senior stakeholders.  

• Experience within a financial services, fintech or technology-driven environment would be advantageous.  

• Demonstrated ability to work effectively across time zones and support senior leaders remotely.  

• Highly organised, proactive and detail‑focused, with a strong service mindset and high standards of delivery.  

• Comfortable working independently, taking initiative and managing competing priorities in a fast‑paced, delivery‑focused environment.  

• Strong relationship‑building skills, with the ability to interact confidently with senior stakeholders, team members and service providers.  

• Flexible and adaptable, with willingness to support a broad range of administrative tasks outside of core executive coverage.  

• Strong problem‑solving skills, able to respond calmly and logically to changing priorities.  

• High level of discretion and understanding of confidentiality requirements.  

• Strong written and verbal communication skills.  

• Advanced working knowledge of Microsoft Word, Excel, PowerPoint and Outlook; familiarity with AI‑enabled productivity tools is strongly preferred.  

• Self‑directed, delivery‑focused and committed to continuous improvement. 

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