Executive Assistant to the CEO

Women in Payments is a global professional network uniting women across the payments ecosystem with a shared vision of gender parity. We are deeply committed to diversity, equity, and inclusion, and we believe organizations are strongest when they intentionally build cultures that celebrate different perspectives, experiences, and voices.

We are seeking a highly organized and proactive Executive Assistant to the CEO to provide comprehensive support to our CEO and the broader organization. This full‑time role blends executive assistance, office and operational management, and hands‑on HR administration. The ideal candidate thrives in a fast‑paced, international environment, enjoys juggling multiple priorities, and takes pride in creating structure, clarity, and seamless day‑to‑day operations.

In this role, you will act as a trusted partner to the CEO, manage key administrative and operational functions, support employee onboarding and offboarding, and contribute to special projects that strengthen how our organization works. This is a highly visible role with meaningful impact across the business and the opportunity to help shape internal processes as Women in Payments continues to grow.

What You’ll Do

Executive Support

- Act as a trusted partner to the CEO, managing complex calendars across multiple time zones and international regions.

- Prepare the CEO for meetings, presentations, and travel by coordinating logistics, agendas, materials, and follow‑ups.

- Manage the flow of personal and professional correspondence, ensuring timely, professional, and confidential communication.

- Draft and edit correspondence for clients, stakeholders, partners, and executive‑level audiences with clarity and discretion.

Office & HR Operations

- Maintain accurate and up‑to‑date employee records, including leave tracking, attendance, and HR documentation.

- Support core HR processes and policies, including onboarding and offboarding, technology coordination, training logistics, employee communications, and recordkeeping.

- Serve as a first point of contact for day‑to‑day office and technology issues, escalating or resolving as needed.

- Oversee office operations, including supplies, systems, and vendor relationships, ensuring a smooth and well‑run work environment.

Project Management & Special Initiatives

- Lead or support internal projects such as updating the employee handbook, developing templates, and improving internal workflows and processes.

- Manage Talent Board activities, including posting job opportunities, coordinating vendor onboarding and communications, and tracking engagement and performance metrics.

- Identify opportunities to improve efficiency, documentation, and cross‑team collaboration as the organization grows.

Additional Responsibilities

- Prepare and manage contracts using Adobe Sign.

- Create polished presentations, organization charts, and supporting materials using PowerPoint.

- Support additional projects and initiatives as assigned by the CEO, adapting quickly to evolving priorities.

- Additional support as needed.

Qualifications & Competencies

- Extensive executive support experience: Minimum of 10 years supporting C‑suite executives in complex, fast‑paced environments, with demonstrated ability to operate as a trusted partner.

- Executive‑level professionalism: Consistently demonstrates a high level of professionalism in presentation, conduct, discretion, and judgment when representing the CEO and the organization internally and externally.

- HR and people operations exposure: Hands‑on experience with HR administration, including onboarding and offboarding, employee recordkeeping, and supporting HR processes and policies.

- Exceptional communication skills: Highly effective written and verbal communicator with impeccable spelling and grammar.

- Strong technical proficiency: Advanced proficiency in Microsoft Office (Word, Excel, PowerPoint) and experience using Adobe Sign for contracts and approvals; comfortable learning and adopting new tools.

- Proactive and resourceful: Anticipates the needs of the CEO, thinks critically, and takes initiative to solve problems before they elevate.

- Highly organized and detail‑oriented: Exceptional prioritization, time management, and organizational skills, with the ability to manage multiple competing priorities with accuracy and discretion.

- Independent and self‑directed: Comfortable working autonomously in a fast‑paced, remote or distributed environment while maintaining accountability and momentum.

- Project‑minded: Experience supporting or leading projects, with the ability to track details, meet deadlines, and drive initiatives forward.

- Adaptable team player: Flexible, collaborative, and willing to take on a wide range of responsibilities as organizational needs evolve.

- Relationship‑focused: Builds strong, trusted relationships with internal teams, external partners, vendors, and stakeholders.

- Flexible and dependable: Willing and able to adjust working hours as needed to support executive schedules and global operations.

Location Requirement: While this is a remote role, the successful candidate will live in the Toronto area to attend regular in‑person company meetings.

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