ASSISTANT RESPONSABLE PLANNING
1 week ago
, Canada
Banyan Software
Full-time
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Banyan Software is the best permanent home for software businesses that serve specialized industries, their employees, and their customers. We are on a mission to acquire, build, and grow great companies worldwide, helping them modernize through shared AI expertise and operational discipline. The Banyan Software Foundation, endowed with $100 million in Banyan stock, leverages technology to build a greener and more equitable world. Executive Assistant to the Chief Operating Officer
Hybrid
- This is a hybrid role based out of our Toronto office three days a week, Tuesday through Thursday . The primary goal of the Executive Assistant is to manage day-to-day business activities and provide high-level support to the Chief Operating Officer (COO). The COO's portfolio spans People, Legal, Corporate IT, Communications, our Technology and Business Operations Centers of Excellence, and the Banyan Software Foundation, each led by its own functional leader. The Executive Assistant works across all of these areas and with the leaders who run them. Alongside calendar, travel, and meeting management, the Executive Assistant develops a working knowledge of the COO's priorities and the OKRs of her leadership team, and uses that knowledge to help move those priorities forward in a coordinated way. The Executive Assistant must possess a strong understanding of the business and the demands of the COO's stakeholder network, including internal leadership, functional teams, board members, and external partners. This role serves as a trusted partner who provides proactive and seamless support, brings order to a broad and fast-moving portfolio, and uses modern tools, including AI, to work efficiently at scale. Help drive priorities forward across People, Legal, Corporate IT, Communications, the Centers of Excellence, and the Foundation. Prepare that view ahead of monthly and quarterly reviews, and flag where a goal or deliverable is at risk while there is still time to act. Prepare the COO in advance for commitments with relevant context and materials, build in flex time, and support meetings that begin and end on schedule. Corporate Operating Calendar. Coordinate logistics, agendas, materials, and communications for key meetings on our Corporate Operating Calendar, including Board of Directors meetings, quarterly business reviews, senior leadership meetings, functional deep dives, and leadership offsites. Operating mechanisms and process improvement. Surface risks and slipped timelines early so they can be addressed before they affect a deliverable. Information, materials, and correspondence. Draft, edit, and manage communications on the COO's behalf, including confidential materials, exercising the utmost discretion. Apply AI tools to the recurring work of the role, including inbox triage, meeting preparation, briefing materials, first drafts, dashboards and trackers, note synthesis and agents. Build and document repeatable workflows so the office of the COO continues to scale, and exercise clear judgment, particularly around confidential information and data. Travel. Plan and manage travel arrangements (air, hotel, ground transportation) for the COO, prepare itineraries, and proactively identify efficiencies to optimize travel schedules. Corporate and Foundation events. Support the planning and execution of corporate and Banyan Software Foundation, ensuring a professional and high-quality experience that reflects our brand and culture. General administrative support. Provide both routine and non-routine administrative support, including meeting coordination, conference planning, expense reporting, general onsite office support, and special projects as assigned. Continuously look for opportunities to improve processes and increase efficiency in the COO's office. 5+ years of administrative experience supporting C-level executives in a fast-paced environment (COO or operational leadership support strongly preferred). Technical skills. Advanced skills in Microsoft Office with proven ability to create and refine executive-level presentations, ensuring clarity, professionalism, and visual impact; skilled in building graphs, tables, and charts. Experience with Slack, Google Workspace and Notion is an asset. Core administrative expertise. Experience supporting recurring business rhythms such as board meetings, quarterly reviews, and leadership offsites, including materials management and follow-through. Highly collaborative team player with strong relationship-building skills and a service-oriented mindset. The Chief Operating Officer's portfolio spans People, Legal, Corporate IT, Communications, our Technology and Business Operations Centers of Excellence, and the Banyan Software Foundation. The Corporate Operating Calendar, the OKRs of the COO's leadership team, board materials, and confidential matters all run through this seat. The exposure is unusually broad: the Senior Leadership Team,
- This is a hybrid role based out of our Toronto office three days a week, Tuesday through Thursday . The primary goal of the Executive Assistant is to manage day-to-day business activities and provide high-level support to the Chief Operating Officer (COO). The COO's portfolio spans People, Legal, Corporate IT, Communications, our Technology and Business Operations Centers of Excellence, and the Banyan Software Foundation, each led by its own functional leader. The Executive Assistant works across all of these areas and with the leaders who run them. Alongside calendar, travel, and meeting management, the Executive Assistant develops a working knowledge of the COO's priorities and the OKRs of her leadership team, and uses that knowledge to help move those priorities forward in a coordinated way. The Executive Assistant must possess a strong understanding of the business and the demands of the COO's stakeholder network, including internal leadership, functional teams, board members, and external partners. This role serves as a trusted partner who provides proactive and seamless support, brings order to a broad and fast-moving portfolio, and uses modern tools, including AI, to work efficiently at scale. Help drive priorities forward across People, Legal, Corporate IT, Communications, the Centers of Excellence, and the Foundation. Prepare that view ahead of monthly and quarterly reviews, and flag where a goal or deliverable is at risk while there is still time to act. Prepare the COO in advance for commitments with relevant context and materials, build in flex time, and support meetings that begin and end on schedule. Corporate Operating Calendar. Coordinate logistics, agendas, materials, and communications for key meetings on our Corporate Operating Calendar, including Board of Directors meetings, quarterly business reviews, senior leadership meetings, functional deep dives, and leadership offsites. Operating mechanisms and process improvement. Surface risks and slipped timelines early so they can be addressed before they affect a deliverable. Information, materials, and correspondence. Draft, edit, and manage communications on the COO's behalf, including confidential materials, exercising the utmost discretion. Apply AI tools to the recurring work of the role, including inbox triage, meeting preparation, briefing materials, first drafts, dashboards and trackers, note synthesis and agents. Build and document repeatable workflows so the office of the COO continues to scale, and exercise clear judgment, particularly around confidential information and data. Travel. Plan and manage travel arrangements (air, hotel, ground transportation) for the COO, prepare itineraries, and proactively identify efficiencies to optimize travel schedules. Corporate and Foundation events. Support the planning and execution of corporate and Banyan Software Foundation, ensuring a professional and high-quality experience that reflects our brand and culture. General administrative support. Provide both routine and non-routine administrative support, including meeting coordination, conference planning, expense reporting, general onsite office support, and special projects as assigned. Continuously look for opportunities to improve processes and increase efficiency in the COO's office. 5+ years of administrative experience supporting C-level executives in a fast-paced environment (COO or operational leadership support strongly preferred). Technical skills. Advanced skills in Microsoft Office with proven ability to create and refine executive-level presentations, ensuring clarity, professionalism, and visual impact; skilled in building graphs, tables, and charts. Experience with Slack, Google Workspace and Notion is an asset. Core administrative expertise. Experience supporting recurring business rhythms such as board meetings, quarterly reviews, and leadership offsites, including materials management and follow-through. Highly collaborative team player with strong relationship-building skills and a service-oriented mindset. The Chief Operating Officer's portfolio spans People, Legal, Corporate IT, Communications, our Technology and Business Operations Centers of Excellence, and the Banyan Software Foundation. The Corporate Operating Calendar, the OKRs of the COO's leadership team, board materials, and confidential matters all run through this seat. The exposure is unusually broad: the Senior Leadership Team,
