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About the Role

Big Viking Games is seeking an Executive Business Partner to support the CEO and Executive Team in Toronto. This full-time, in-person role focuses on creating leverage through improved time management, follow-through, coordination, recruiting flow, executive communication, and operating rhythm. The position requires a highly organized, fast, discreet, and AI-savvy individual with a low ego, comfortable in a fast-moving, founder-led environment. Responsibilities include managing executive priorities, calendars, meeting preparation, follow-ups, recruiting coordination, office operations, and selected brand or content support, with an emphasis on proactively using AI tools to reduce manual work and improve efficiency.

Responsibilities

Serve as a key coordination partner for the CEO and Executive Team.
Track decisions, follow-ups, commitments, and action items from executive discussions.
Ensure CEO-driven priorities do not stall between functions.
Help create structure, visibility, and accountability around executive priorities.
Prepare concise briefing notes, summaries, meeting materials, and follow-up documents.
Handle confidential information with judgment, discretion, and professionalism.
Own and manage the CEO’s calendar with discipline and attention to priorities.
Schedule internal and external meetings, interviews, leadership sessions, and stakeholder discussions.
Protect focus time and reduce reactive scheduling.
Ensure meetings have clear context, materials, objectives, and outcomes.
Anticipate conflicts, bottlenecks, and missing information before they become problems.
Help the CEO enter meetings context-complete and prepared.
Partner with the CEO, People team, and hiring leaders on active recruiting efforts.
Coordinate candidate interviews, scheduling, communications, and follow-ups.
Prepare interview briefs, candidate summaries, scorecards, and meeting context.
Track CEO feedback and ensure it is routed back to the appropriate hiring stakeholders.
Help keep recruiting loops moving quickly, cleanly, and professionally.
Maintain organized candidate documentation and hiring-related follow-ups.
Support travel planning, logistics, reservations, expenses, vendor coordination, and office services.
Assist with select personal logistics or concierge-style tasks where appropriate to free up CEO bandwidth.
Help keep the Toronto office organized, guest-ready, and operationally smooth.
Welcome visitors, coordinate internal events, and support team meetings or socials.
Liaise with building management, vendors, and service providers as needed.
Maintain supplies, equipment coordination, and office-related follow-ups.
Support internal and external brand initiatives where needed.
Help maintain content calendars, draft basic social or employer-brand content, and coordinate publishing.
Assist with light media workflows, including uploading assets, organizing files, formatting content, and coordinating edits.
Collaborate with design or marketing partners to keep materials consistent and on brand.
Use AI-powered research and drafting tools to support content development, summaries, and special projects.
Track simple engagement metrics or weekly highlights where helpful.
Build and maintain lightweight SOPs for recurring executive, recruiting, office, and administrative workflows.
Use AI tools such as ChatGPT, Claude, Gemini, or similar platforms to improve speed, organization, and quality.
Automate or simplify repetitive coordination wherever practical.
Create structured task lists, follow-up systems, documentation, and briefing formats.
Continuously look for ways to reduce manual work and improve execution speed.
Help create repeatable systems that make the CEO and Executive Team more effective.

Requirements

4+ years of experience in an Executive Assistant, Executive Operations, Business Partner, Administrative, Operations, Recruiting Coordination, or similar role.
Experience supporting senior leaders, founders, CEOs, or executive teams in a fast-paced environment.
Strong calendar management, scheduling, prioritization, and follow-through discipline.
Excellent written and verbal communication skills.
Strong judgment, discretion, and comfort handling confidential information.
Highly organized, detail-oriented, and able to manage multiple priorities without losing track of commitments.
Comfortable working with a direct, analytical, fast-moving executive.
Strong ownership mindset with low ego and high responsiveness.
Ability to create structure where process is missing or still being built.
High proficiency with Google Workspace, Slack, and modern collaboration tools.
Comfort using AI tools such as ChatGPT, Claude, Gemini, or similar tools in daily workflows.
Ability to work in person from our Toronto office five days per week.
Willingness to occasionally support off-site coordination, event logistics, or select personal errands.
Valid driver’s license and access to a personal vehicle is preferred for occasional errands, event support, or off-site logistics.

Skills

AI tools (ChatGPT, Claude, Gemini, or similar)
Google Workspace
Slack
Modern collaboration tools
Calendar management
Scheduling
Prioritization
Follow-through discipline
Written communication
Verbal communication
Judgment
Discretion
Handling confidential information
Organization
Detail-orientation
Managing multiple priorities
Ownership mindset
Responsiveness
Creating structure
Recruiting coordination
Office operations
Brand support
Content support
AI-enabled workflow improvement
Notion
Asana
Canva
Airtable
Employer brand
Social media coordination
Content calendars
Marketing operations
Vendor coordination
SOP building
Task systems
Workflow automation

Location

Toronto

Work Type

Full-time
In-person
Onsite

Experience Level

4+ years of experience

Salary/Compensations

CAD $70,000 to $100,000
Up to CAD $120,000 for candidates with deeper experience

Benefits

Group Retirement Savings Plan matching and participation
Comprehensive benefits package, including health, dental, and vision coverage
Health and Wellness spending account
Generous time off policies
High-impact role supporting executive leadership and cross-functional teams
Exposure to the inner workings of a live-service gaming company
Hands-on learning and mentorship from experienced leaders across disciplines

About the Company

Big Viking Games is a Canadian gaming company focused on building, operating, and growing long-standing online game communities.
Our games have entertained players for years, supported by loyal audiences, live operations, evolving content systems, product innovation, and deep player-driven economies.
Our flagship titles, YoWorld and FishWorld, have served millions of players over their lifetime.
These are enduring live-service virtual worlds with rich in-game economies, virtual goods, social interaction, and long-term player engagement at their core.
We are entering a new phase of modernization and growth, with a focus on stronger operating discipline, better execution systems, practical AI adoption, faster decision-making, and scalable workflows that help our teams perform at a higher level.

Equal Opportunity

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 accommodation during the hiring process, please contact hr@bigvikinggames.com so we can work with you to support your needs.