Executive Assistant

Important:

This is a full-time, in-person role based in Toronto. The successful candidate will be required to work from our Queens Quay West office 5 days per week (Monday to Friday).

About Us:

Making fans - That's what we're all about Since our humble beginnings in 2011, these two words have driven Big Viking Games to become the successful company it is today. We are focused on making our mark as a next-generation, live operations games company.

We believe that each Viking is unique and brings exponential value to the company. In return, we provide Vikings with the opportunity to solve problems through continuous learning and fostering feedback, ultimately mastering their craft. By investing in our Vikings and in new technologies, we can continue our success for years to come.

We are embarking on an adventure and rely on our team of skilled, enthusiastic, and collaborative Vikings to turn our ship towards a new horizon.

About the Role:

This is a hands-on, high-trust role supporting our Chief Executive Officer (CEO). You'll be the CEO's right hand, managing his schedule, priorities, and communications so he can stay focused on leading the company. From inboxes and travel plans to last-minute decks and meeting prep, you'll be the calm in the chaos, making sure nothing slips through the cracks.

You'll act as a connector between the CEO and the rest of the organization — anticipating needs before they're asked, following up on action items, and keeping projects aligned and on time. When things get busy (and they will), you'll know what to prioritize, what to delegate, and how to quietly make problems disappear.

Alongside executive support, you'll pitch in on brand-building and community initiatives — helping plan and execute events, organize creative assets, and support the marketing and communications that keep our games visible and brand identity vibrant.

If you love organization, thrive on being indispensable, and take pride in keeping high performers running at full speed, this is the role for you.

Responsibilities:

Executive Support

• Provide direct administrative support to the CEO, including complex calendar management, scheduling, and meeting coordination.
• Prepare meeting agendas, briefing notes, and follow-ups to keep the CEO organized and informed.
• Manage travel arrangements, itineraries, and expense reporting for both business and occasional personal travel.
• Handle confidential information and correspondence with professionalism and discretion.
• Anticipate needs and proactively address scheduling or workflow bottlenecks before they arise.
• Support the CEO with personal and logistical tasks as needed, including coordinating appointments, handling errands, and managing day-to-day details to free up time for strategic priorities.

Operations & Coordination

• Maintain organized systems for tracking projects, priorities, and deadlines on behalf of the CEO.
• Support preparation of reports, presentations, and internal documentation.
• Collaborate with department leads to ensure follow-through on action items and deliverables.
  

Office Management

• Keep our Toronto HQ guest-ready: welcome visitors, liaise with building management, maintain inventory of supplies and equipment.
• Coordinate logistics for internal events and team socials from concept through on-site support.
• Partner with People & Culture on interview scheduling, candidate communications, and onboarding logistics.

Special Projects & Marketing

• Coordinate and execute logistics for brand-building and industry events that promote our games and enhance our reputation, such as meetups, launch events, recruitment fairs and more.
• Assist with organizing and distributing marketing materials and digital assets related to our games and campaigns.
• Collect and organize event feedback, attendance data, and engagement metrics to evaluate promotional impact.
• Conduct basic research and AI-assisted data gathering to support campaign preparation and audience engagement.
• Provide administrative and coordination support across marketing and promotional projects.

You Have:

• A university or college degree
• A valid Ontario driver's license and access to a personal vehicle for occasional errands, event support, or off-site logistics
• In-office availability (5 days/week) and a hands-on mindset that thrives in real-time collaboration and fast-paced execution
• Sharp problem-solving instincts—you anticipate needs, navigate ambiguity with confidence, and find creative solutions before others even notice there's an issue
• Strong writing and communication skills with a clear sense of tone and audience
• A willingness to occasionally support personal errands or off-site coordination outside regular working hours
• A growth mindset and the ambition to learn across functions
• Meticulous organizational skills and a love of building structure where there isn't any
• Proven proficiency with Google Workspace, and tools like Canva, Notion, Asana, and Slack
• Exceptional attention to detail—you read between the lines and catch small cues, like the request to mention 'inbox zero' in your application
• Experience with (or interest in) AI tools and automation that improve your workflows

• A high-impact role supporting the CEO
• Exposure to the inner workings of a gaming and live operations company
• Hands-on learning and mentorship from experienced leaders across disciplines
• The opportunity to explore multiple career paths
• Competitive salary aligned with experience and responsibilities
• Group Retirement Savings Plan matching & participation
• Comprehensive benefits package (health, dental, and vision) including Health + Wellness spending account
• Generous time off policies (3 weeks paid vacation + 10 personal wellness days)

We look forward to reviewing your application

Big Viking Games is committed to creating an inclusive and accessible environment for all candidates. We welcome applications from individuals of all abilities and will provide accommodations throughout the hiring process as needed. If you require any accommodations, please email so we can work with you to support your needs.