Executive Assistant to the Senior Executive Vice President, IT
The Citco Group Limited · CA
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About the Role
As a trusted partner to the Senior Executive Vice President (SEVP) of IT, you will provide high-level executive and operational support to one of Citco's most senior technology leaders. This is a highly visible role requiring exceptional judgment, discretion, and the ability to operate effectively in a fast-paced, global technology environment. In addition to traditional executive support, you will actively participate in key meetings alongside the SEVP, assist in tracking strategic initiatives, and serve as a critical liaison across IT leadership and the broader organization. You will also collaborate with EAs across departments to ensure seamless office administration.
Responsibilities
- Serve as the primary point of contact for the SEVP, managing all aspects of their professional schedule, communications, and priorities
- Manage complex, high-volume calendars across multiple time zones, proactively resolving scheduling conflicts
- Attend meetings with the SEVP, capturing key decisions, action items, and follow-ups, and ensuring accountability across stakeholders
- Prepare briefing materials, executive presentations, reports, and correspondence on behalf of the SEVP
- Handle highly confidential and sensitive information with the utmost discretion
- Coordinate all domestic and international travel arrangements and process expense reports in a timely manner
- Support the SEVP in tracking progress against strategic IT initiatives, flagging risks or delays and coordinating follow-up with project owners
- Maintain visibility into key IT project milestones and action items, working with project managers and team leads to ensure timely updates
- Assist in preparing materials for IT leadership reviews, board updates, and executive briefings
- Leverage familiarity with IT terminology, tools, and processes to communicate effectively with technical stakeholders and anticipate the SEVP's needs
- Utilize project management and IT service tools (e.g., Jira, ServiceNow, Microsoft Project) to track deliverables and department activities
- Act as a key liaison between the SEVP and internal/external stakeholders, ensuring clear and timely communication
- Coordinate onboarding logistics for senior IT team members and new leadership hires
- Support the coordination of IT department communications, announcements, and organizational updates
- Organize and manage executive-level meetings, IT leadership forums, town halls, and off-site events
- Attend and actively participate in SEVP-led meetings; distribute accurate minutes and track action items to completion
- Coordinate efforts among all EAs within both offices to ensure equitable distribution of responsibilities and consistent standards
- Collaborate with EAs across departments to manage shared office administration responsibilities
- Coordinate team social and engagement activities across offices to foster a positive team culture
- Provide general administrative support including document management, correspondence, and office logistics as needed
Requirements
- University degree required
- 5+ years of experience in an Executive Assistant role, ideally supporting C-suite or senior executive leadership within an IT, financial services, or professional services environment
- Demonstrated experience in project coordination or project management support, with the ability to track milestones, manage timelines, and follow up on deliverables
- Solid understanding of IT terminology, concepts, and environments — comfortable in conversations about infrastructure, software delivery, cybersecurity, and technology strategy
- Experience attending executive-level meetings and producing high-quality minutes and action item summaries
- Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) at an intermediate to advanced level
- Familiarity with project management and IT service tools such as Jira, ServiceNow, Microsoft Project, or similar platforms
- Proven ability to exercise sound judgment, take initiative, and work independently in a dynamic, high-pressure environment
- Superior organizational and time management skills with exceptional attention to detail
- Strong oral and written business communication skills, with the ability to interact confidently at all levels of the organization
- High degree of professionalism, integrity, and discretion when handling sensitive information
Skills
- Project coordination
- Project management support
- IT terminology
- IT concepts
- IT environments
- Microsoft Office Suite
- Jira
- ServiceNow
- Microsoft Project
- Judgment
- Initiative
- Independent work
- Organizational skills
- Time management
- Attention to detail
- Oral communication
- Written communication
- Professionalism
- Integrity
- Discretion
Location
- 50 office locations worldwide
Work Type
- Full-time
Experience Level
- 5+ years of experience
Education Level
- University degree
Salary/Compensations
- CAD $63,000 - CAD $85,000
Benefits
- Range of benefits
- Training and education support
- Flexible working arrangements
About the Company
- Citco is a global leader in fund services, corporate governance and related asset services with staff across 50 office locations worldwide.
- With more than $1.8 trillion in assets under administration, we deliver end-to-end solutions and exceptional service to meet our clients' needs.
- For more information about Citco, please visit www.citco.com
Equal Opportunity
- We embrace diversity, prioritizing the hiring of people from diverse backgrounds.
- Our inclusive culture is a source of pride and strength, fostering innovation and mutual respect.
- Citco welcomes and encourages applications from people with disabilities.
- Accommodations are available upon request for candidates taking part in all aspects of the selection.