Executive Assistant

Curated Leadership is a coaching firm in Toronto, Canada that provides training, coaching, and strategic planning to organizations on the fundamentals of equity, diversity, and inclusion. Through an anti-oppressive lens, we inspire others to seek awareness, education, and action. To learn more about our mission and values, visit us at . We are seeking a passionate and versatile self-starter for the role of Executive Assistant (EA) to support our growing business. You will support the Executive Director and other team members to maximize her impact by managing schedules, facilitating communication, coordinating projects, and maintaining financial records. Position Description The Executive Assistant reports to the Executive Director and serves as her right hand. The successful candidate must have experience in a fast-paced, dynamic environment where a high degree of professionalism, confidentiality, and flexibility are required. Occasional travel to Toronto for client engagements may be required. This is an exciting opportunity to be an extension of the Executive Director's personal brand and to elevate the level of service and support to the entire organization and leadership team. The Executive Assistant will manage the complexities of both professional and personal needs, including calendar management, scheduling, travel coordination, community engagement, and supporting key strategic initiatives. Key Accountabilities: Calendar Management & Scheduling: Efficiently manage the Executive Director's calendar, coordinating meetings, travel, and events. Manage the Executive Director's daily schedule, ensuring each minute of her day is supported as needed. Block time for travel between meetings, incorporate grace periods, and ensure prep time and deadlines are accounted for. Track and manage priorities for upcoming meetings and deadlines. Coordinate projects from conception to completion, tracking deliverables and ensuring deadlines are met. Travel Support: Occasional travel may be required to support the Executive Director during client meetings or events. Organize national and occasional international travel arrangements, coordinating both professional and personal needs. Expense Management & Procurement: Manage client accounts, including contracts, invoicing, and billing, ensuring accurate and timely processing. Handle expense reports, procurement, and consultant agreements. Document & File Management: Organize and maintain the Google Drive archive, ensuring accurate filing and easy retrieval of contracts, invoices, and related documentation for clients, employees, and subcontractors. Event & Community Engagement: Assist the Executive Director with community involvement, including managing relationships in Toronto and virtual engagements. Coordinate community-building activities for the Executive Director in Toronto and nationally, maintaining a regular schedule of networking and external engagements. Inbox & Email Management: Actively manage and organize the Executive Director's inbox, ensuring important emails are flagged and responses are timely. File and organize communications, ensuring follow-up on key items. Maintain open communication with the Executive Director, regularly updating her on the day's schedule and urgent matters. Communication : Prepare briefing notes on individuals the Executive Director will meet. Ghostwrite communications, including managing LinkedIn presence, to represent the brand. Draft elegant, personalized communications, such as handwritten letters signed by the Executive Director. Develop a balanced communication style (verbal, email, text) to suit different needs. Support content creation and distribution across company platforms: website, social media, newsletters, and reports. Relationship Management: Build strong relationships with team members and clients. Set the tone and elevate the standard for how the Executive Director is represented in communications and meetings. High Level Support Take and manage prospective client calls, gather requirements, and maintain relationships from initial contact through project completion. Lead the creation and design of professional workshop slide decks, pitch decks, and tailored proposals using Canva, PowerPoint, and Google Slides. Support the coordination of contracts, proposals, and client deliverables, ensuring deadlines are met. Provide administrative and project support, including preparing meeting materials, tracking action items, and coordinating follow-up. Assist with internal and external communications, including reports, presentations, and workshop logistics. Flexibility & Work Hours Flexibility is critical, with occasional after-hours availability required to meet the Executive Director's needs. While respectful of personal time, this role requires adapting to her schedule and anticipating needs. What we're looking for Key Competencies: Adaptability & Problem-Solving : Ability to manage competing priorities and anticipate the Executive Director's needs. Relationship Management: Strong interpersonal skills with internal teams and external stakeholders. Attention to Detail: Accuracy and thoroughness in administrative tasks. Discretion & Confidentiality: Handle sensitive information with professionalism. Community Focus: Familiarity with the GTA community and comfort with relationship management. Flexibility & Willingness to Travel: Willingness to travel occasionally and adapt to the Executive Director's schedule. Key Selection Criteria: Minimum of 2 years in a similar role or with administrative experience. Previous experience working with the C-suite is required. Strong written and verbal communication skills. Willingness to work flexible hours and meet changing deadlines. Strong organizational and prioritization skills. Advanced skills in Google Calendar and office productivity tools (MS Office, PowerPoint, Excel). Proficiency with Google Workspace, Canva, HubSpot, Trello, QuickBooks, Otter.ai, Adobe, monday.com. Ability to create tailored proposals, workshop decks, and presentations. Technologically savvy with smartphones, tablets, laptops, and related tools. Knowledge of anti-oppression principles and EDI fundamentals. Bilingual (French) is an asset but not mandatory. Compensation and Work Arrangement Remote contract position with flexible hours (up to 37.5 hours/week). Hours vary by project, with some evening/weekend work required. Compensation: $25–28 CAD/hour based on experience. 30-day trial period applies. EDIA Statement: Curated Leadership is committed to fostering a culture of inclusion and belonging, starting with a fair and accessible hiring process. As an equal opportunity employer, we respect and encourage uniqueness and potential regardless of your race, age, gender identity/expression, religion, culture, sexual orientation, and disability. Candidates who require accommodations throughout the hiring process are encouraged to reach out to us at hello@curatedleadership.com