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About the Role

The Executive Assistant will manage day-to-day business activities and provide high-level support to the Chief Operating Officer (COO), blending traditional executive support with chief of staff responsibilities. This role involves understanding the COO's priorities and OKRs, coordinating efforts across various departments, and leveraging modern tools, including AI, for efficient operations.

Responsibilities

• Develop and maintain a working knowledge of the COO's priorities and leadership team OKRs to prioritize requests and manage time effectively.
• Facilitate cross-functional coordination across People, Legal, Corporate IT, Communications, Centers of Excellence, and the Foundation.
• Maintain a current view of progress against OKRs and key initiatives for the COO and leadership team, flagging risks proactively.
• Provide sophisticated and proactive calendar management for the COO, including conflict resolution and preparation for commitments.
• Coordinate logistics, agendas, materials, and communications for key Corporate Operating Calendar meetings.
• Maintain and improve templates, trackers, and cadences for operating mechanisms, recommending process improvements.
• Track and follow up on action items owned by the COO and direct reports to ensure accountability.
• Anticipate and plan for critical deadlines, key deliverables, and business milestones.
• Collect, prepare, and organize information for the COO; draft, edit, and manage confidential communications.
• Apply AI tools to recurring tasks such as inbox triage, meeting preparation, and note synthesis.
• Act as a professional liaison between the COO and internal/external stakeholders.
• Plan and manage travel arrangements for the COO, preparing itineraries and optimizing schedules.
• Support the planning and execution of corporate and Foundation events.
• Provide general administrative support, including meeting coordination, expense reporting, and special projects.

Requirements

• 5+ years of administrative experience supporting C-level executives in a fast-paced environment, with COO or operational leadership support strongly preferred.
• Experience tracking progress against company or functional goals (OKRs, KPIs, or similar) and driving cross-functional commitments without direct authority.
• Demonstrated use of AI tools (Claude, ChatGPT, Copilot, Gemini, or similar) in daily work with examples of improved or automated tasks.
• Advanced skills in Microsoft Office, including creating and refining executive-level presentations.
• Experience with Slack, Google Workspace, and Notion is an asset.
• Experience managing complex calendars, coordinating meetings and events, preparing presentations, and administering expense reports.
• Experience supporting recurring business rhythms such as board meetings, quarterly reviews, and leadership offsites.
• Strong written and interpersonal communication skills with excellent judgment, discretion, and diplomacy.
• Demonstrated ability to partner with Board members and executive leaders with professionalism and trust.
• Comfort operating with a high degree of autonomy, making decisions within guardrails, and knowing when to escalate.
• Exceptional organizational and prioritization skills, with the ability to manage multiple tasks accurately under pressure.
• Highly collaborative team player with strong relationship-building skills and a service-oriented mindset.
• High degree of integrity, accountability, and intellectual honesty.
• Analytical and proactive problem solver with a passion for anticipating needs and streamlining workflows.

Skills

• AI tools (Claude, ChatGPT, Copilot, Gemini, or similar)
• Microsoft Office Suite
• Slack
• Google Workspace
• Notion
• Calendar Management
• Meeting Coordination
• Presentation Preparation
• Expense Reporting
• Travel Arrangements
• Project Management
• Communication
• Organization
• Problem Solving
• Collaboration

Location

• Toronto

Work Type

• Hybrid (minimum three days a week in office)

Experience Level

• 5+ years of executive support experience

Salary/Compensations

• CAD $110,000 to $125,000 plus annual bonus and equity

About the Company

• Banyan Software is a permanent home for software businesses serving specialized industries, focused on acquiring, building, and growing companies worldwide through AI expertise and operational discipline.
• The Banyan Software Foundation is endowed with $100 million in Banyan stock to build a greener and more equitable world.
• Banyan is Great Place to Work Certified, a five-time Inc. 5000 honoree, and a top 10 company on the Deloitte Technology Fast 500.
• Founded in 2016 and headquartered in Atlanta, Banyan operates over 100 portfolio companies across North America, the UK, EU, and APAC.
• Banyan operates a permanent-capital, buy-and-hold-for-life model with over 130 portfolio companies.
• Banyan is a future-forward organization that utilizes AI in its operations.

Equal Opportunity

• Banyan affirms that inequality is detrimental to our Global Teams, associates, our Operating Companies, and the communities we serve.
• Banyan is committed to equal employment opportunities regardless of any protected characteristic, including race, color, genetic information, creed, national origin, religion, sex, affectional or sexual orientation, gender identity or expression, lawful alien status, ancestry, age, marital status, or protected veteran status and will not discriminate against anyone on the basis of a disability.
• We support an inclusive workplace where associates excel based on personal merit, qualifications, experience, ability, and job performance.