Executive Assistant to CEO

About Q Wealth PartnersQ Wealth Partners is a nationwide independent Portfolio Manager in Canada. Its unique partnership model helps advisors transition seamlessly from the brokerage world to launching their own firms. By offering fractional ownership in expert staffing, marketing, technology, and asset-management platforms, Q Wealth removes the financial risk, time investment, and operational stress typically associated with going independent.

The OpportunityWe 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)