Executive Assistant

hybrid
Toronto, Ontario, Canada .
full-time . May 22, 2025

Description

About StrataPrime

StrataPrime is a Google Cloud Premier Partner. We specialize in helping customers in all industry segments transform their workplace using secure enterprise solutions built by Google. We are specialists and thought leaders in how employees use collaboration and productivity tools to get things done. We understand how employees drive value creation for their organizations. StrataPrime has unparalleled expertise and experience in deploying Google Workspace, Chrome Enterprise, and GCP. We further specialize in how to secure company data to prevent security events and data loss from within or outside the organization.

Job Brief

As a member of the operations team at StrataPrime, the Executive Assistant will be responsible for managing, coordinating and organizing various aspects of the business and executive leadership team.

In this role, you will help maintain effective communication and organization across internal teams, external vendors, and key stakeholders. You will also provide assistance with administrative duties as requested.

This role is a hybrid position, requiring at least one day per week onsite in the Toronto office.

Responsibilities

Supporting the Executive and Management Teams with any of their administrative, financial, and managerial tasks, including, but not limited to, those listed below
Proficiently managing a calendar of appointments, meetings, and obligations; sending calendar and meeting invites and reminders as required
Manage, organize and respond to multiple email inboxes and physical mail
Coordinate Executive, Manager, and company-wide travel arrangements, including bookings, itineraries, and agendas
Organizing team retreats and offsites, including team-specific events
Managing hiring and logistics employees, as well as logistics related to our Toronto office location
Work with the US Team to coordinate activities between Canadian and US affiliates
Drafting and updating correspondence, summaries, presentations, and other documents for various executive and management staff
Maintain and improve the collection, storage and maintenance of company documents, NDAs, contracts, etc. while always upholding confidentiality
Answer and respond to phone calls, and communicate messages and information to the executives as required
Preparing meeting agendas and itineraries and taking meeting minutes
Performing general clerical duties, including recording, transcribing, and compiling meeting minutes and summaries
Assisting with event planning and special projects as required
Assisting Finance Team with Accounts Receivable follow-up
Onboarding and offboarding of employees
Assisting with other administrative duties as assigned by management

Values

Act fairly, ethically and openly in all you do
Focus on positive outcomes for our customers and always do what is right for them
Display emotional intelligence, integrity and empathy when dealing with colleagues, customers and partners

Skills and Experience Required:

Bachelor’s degree preferred
3-5 years prior experience in supporting an executive/leadership team in a virtual or hybrid business environment
Excellent detail orientation when coordinating scheduling, dealing with financial matters, presentations, note-taking, drafting communications, etc.
Keeping organized must be a passion of yours. Must be highly organized and have proficiency in organizing digital data, online filing systems, and electronic financial documents
You are highly available and responsive
You can adapt to communication from various stakeholders (both internal and external)
Have the ability to prioritize and take initiative when needs change to ensure that things get done in a timely manner
Self-starter and independent to be able to grab a hold of tasks and run with them, without direction. Able to use pragmatism to assess situations and react in order to make things as easy on management as possible
Must have a strong aptitude to learn new technology quickly and be adept in travel booking; scheduling software/websites, expense software, CRM, Slack, and Organization tools
Must have strong proficiency in Google WorkSpace
Strong written and verbal communication for you will be interacting with clients, vendors, partners, and management on a daily basis, so you must be able to present yourself professionally
Experienced in managing confidential and sensitive information regarding the business

Our Workplace

StrataPrime is a virtual company and all of our employees work either from a home office or on site at a client location. Our virtual organizational model is a key differentiator for StrataPrime allowing for employees to have unmatched work/life balance, and, as a business, our low overhead makes us extremely competitive against much larger organizations in the same markets that we serve. As a result of our modern virtual organization, the successful candidate must have a proven ability to work independently under minimal supervision.

Other

StrataPrime is an equal-opportunity employer and we are dedicated to fostering an inclusive and barrier-free work environment for all employees and candidates. We encourage all qualified candidates to apply and if accommodation is required during any stage of the recruitment process, please contact any member of the Management or Human Resources team. We thank all applicants for their interest; however, only those selected for interviews will be contacted.

Know someone who would be a perfect fit? Let them know!