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About the Role

Serve as a trusted partner to one or more senior executives and a senior member of the Executive Assistant function, providing proactive, high-quality support across executive priorities, stakeholder management, communications, planning, travel, meetings, and strategic initiatives. Contribute to the effectiveness of the Executive Office by supporting team initiatives, mentoring peers, and driving consistency and continuous improvement across the Executive Assistant function.

Responsibilities

Serve as a senior member of the Executive Assistant team and model best practices.
Provide onboarding support, informal mentorship, guidance, and knowledge sharing to Executive Assistants.
Act as a resource for team members requiring support with complex scheduling, executive travel, stakeholder management, event coordination, and executive office matters.
Support the Manager, Executive Office & Board Liaison with team initiatives, process improvements, onboarding activities, training efforts, and change management.
Help promote consistent service standards, collaboration, accountability, and continuous improvement across the Executive Assistant function.
Provide leadership, coordination, and continuity during periods of absence, high-volume activity, executive transitions, special projects, and business-critical events.
Manage and coordinate briefing materials, executive preparation, follow-up activities, and key communications.
Act as a trusted point of contact between the executive and internal and external stakeholders.
Build effective working relationships across the Executive Leadership Team, Executive Assistant community, business units, and external partners.
Represent the executive and the Office of the Executive with professionalism, diplomacy, responsiveness, and sound judgment.
Coordinate stakeholder requests and ensure commitments are appropriately tracked and addressed.
Develop and maintain productive relationships with senior internal and external stakeholders.
Exercise discretion and judgment when managing stakeholder access, meeting requests, competing priorities, and sensitive communications.
Manage complex executive calendars, ensuring appropriate prioritization of meetings, preparation time, travel, and key business commitments.
Proactively identify and resolve scheduling conflicts, evaluate competing demands, and assess stakeholder priorities.
Anticipate upcoming requirements and ensure the executive is appropriately prepared for meetings, decisions, events, and stakeholder engagements.
Respond effectively to last-minute changes while maintaining accuracy, professionalism, and alignment with executive priorities.
Draft executive-level correspondence, briefing notes, presentations, talking points, and communications.
Monitor and triage executive correspondence, identifying urgent, sensitive, or high-priority matters.
Exercise judgment in determining which matters can be addressed independently and which require escalation.
Ensure communications are accurate, appropriately tailored to the audience, and consistent with organizational standards.
Track executive priorities, commitments, strategic initiatives, and follow-up actions.
Identify risks, delays, competing priorities, and potential barriers to execution, escalating as appropriate.
Coordinate across business units and stakeholders to support progress, accountability, and timely decision-making.
Maintain planning documents, briefing materials, action trackers, and executive reporting tools.
Coordinate executive, leadership, stakeholder, and special-purpose meetings, including scheduling, agendas, briefing materials, logistics, and follow-up.
Prepare and distribute meeting materials in a timely and organized manner.
Record decisions, action items, and accountabilities where required.
Support leadership events, offsites, conferences, town halls, and other executive activities.
Prepare, edit, format, and coordinate confidential reports, presentations, correspondence, briefing notes, and other executive materials.
Maintain organized and secure records and digital filing systems.
Ensure the executive has timely access to accurate and relevant materials.
Handle confidential and sensitive information with a high degree of discretion and integrity.
Coordinate detailed domestic and international travel arrangements, including transportation, accommodation, itineraries, and contingency planning.
Proactively manage changes, disruptions, and time-sensitive travel requirements.
Prepare, submit, and reconcile executive expenses accurately and within established timelines.
Maintain appropriate supporting documentation in accordance with company policies and procedures.
Champion the adoption of Microsoft 365, automation, AI-enabled tools, and approved digital solutions.
Identify opportunities to improve processes, workflows, templates, service delivery, and administrative practices.
Contribute to the development and adoption of consistent standards and best practices.
Support the implementation of new tools, technologies, processes, and ways of working.
Provide recommendations to improve efficiency, executive effectiveness, and service delivery.
Serve as an initial point of contact for urgent executive-office matters.
Assess issues, gather relevant information, and determine the appropriate response or escalation path.
Resolve routine administrative and stakeholder matters independently.
Escalate sensitive, high-risk, governance-related, or materially consequential matters.
Provide administrative and logistical support required for the effective operation of the executive office.
Coordinate couriers, meeting materials, office access, visitors, supplies, and other logistics.
Conduct research, analysis, and information gathering to support executive decision-making.
Undertake other reasonable responsibilities consistent with the scope and level of the position.

Requirements

5-8 years of progressive experience supporting senior executives, Executive Leadership Teams, or C-suite leaders within a complex corporate environment, preferably within financial services or another regulated industry.
Demonstrated experience supporting Executive Leadership Team members, C-suite executives, or equivalent senior leaders.
Strong judgment and the ability to operate independently while keeping the executive and manager appropriately informed.
Excellent organizational, planning, prioritization, and follow-through skills.
Strong written, verbal, and interpersonal communication skills, including the ability to draft polished executive-level correspondence.
High attention to detail, accuracy, and quality.
Proven ability to anticipate needs, assess urgency, and respond effectively to changing priorities.
Ability to build trusted relationships with senior leaders, colleagues, external stakeholders, and other administrative professionals.
Proven ability to manage highly sensitive and confidential information with discretion, integrity, and professionalism.
Strong business acumen and understanding of executive operations, organizational priorities, and corporate governance practices.
Demonstrated ability to build credibility and influence with senior leaders and stakeholders.
Ability to work collaboratively within a team-based executive-support model, including providing and receiving coverage.
Commitment to inclusive, respectful, and professional interactions.
Candidates considered for hire must successfully complete a criminal background check and credit check.

Skills

Advanced proficiency in Microsoft Outlook, Word, PowerPoint, Teams, and SharePoint
Working proficiency in Excel and Concur
Demonstrated interest in using technology, automation, and approved AI-enabled tools to improve productivity and service delivery.
Bilingualism in English and French is an asset.

Location

Toronto, ON

Work Type

Hybrid

Experience Level

Senior

Education Level

Post-secondary education in business administration or a related discipline is preferred.

Benefits

Competitive discretionary bonus
Market leading RRSP match program
Medical, dental, vision, life, and disability benefits
Employee Share Purchase Plan
Maternity/Parental top-up while you care for your little one
Generous vacation policy and personal days
Virtual events to connect with your fellow colleagues
Professional development and comprehensive Career Development program

About the Company

At EQ, we're remaking banking so every Canadian gets ahead, every day.
Serving nearly 4 million Canadians from coast to coast, we offer a wide variety of financial services from banking and lending, to trust and credit union solutions.
We've been at this since 1970, challenging the conventions of traditional banking with smarter, faster, and more connected financial experiences.
EQB Inc. (TSX: EQB) is the parent company of Equitable Bank, the country's seventh-largest Schedule I bank by assets, which operates EQ Bank, Canada's Challenger Bank™.
EQB Inc. serves nearly 4 million Canadians and manages approximately $150 billion in combined assets under management and administration.

Equal Opportunity

EQ is committed to building an inclusive, accessible environment where every employee feels valued, respected, and supported.
We believe our organization is stronger — and our people thrive — when we honour and celebrate diverse experiences, identities, and perspectives.
We’re equally committed to supporting your growth, both professionally and personally.
We provide a barrier‑free recruitment process and work environment. If you require accommodations at any stage, we will work with you to ensure you can bring your best self to the process and beyond.
As part of our recruitment process, EQ uses AI to help screen, assess, and/or select applicants for this position. All AI-enabled outputs are reviewed and validated by our talent team.