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About the Role

Provide high-level support to the Chief Operating Officer (COO), managing day-to-day business activities and driving priorities across multiple functional areas including People, Legal, Corporate IT, Communications, Centers of Excellence, and the Banyan Software Foundation. This role blends traditional executive support with chief of staff responsibilities, utilizing modern tools like AI to ensure efficient operations and scale.

Responsibilities

Develop and maintain a working knowledge of the COO's priorities and leadership team OKRs to prioritize requests and manage time effectively.
Drive priorities forward across People, Legal, Corporate IT, Communications, Centers of Excellence, and the Foundation, identifying overlaps and dependencies.
Maintain a current view of progress against OKRs and key initiatives, flagging risks to the COO and leadership team.
Provide proactive calendar management for the COO, anticipating needs, resolving conflicts, and preparing materials for commitments.
Coordinate logistics, agendas, materials, and communications for key meetings on the Corporate Operating Calendar.
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 high-priority business milestones.
Collect, prepare, and organize information for the COO; draft, edit, and manage communications on the COO's behalf.
Apply AI tools to recurring tasks such as inbox triage, meeting preparation, and drafting.
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 moving cross-functional commitments forward without direct authority.
Demonstrated use of AI tools (Claude, ChatGPT, Copilot, Gemini, or similar) in daily work, with specific examples of improved or automated tasks/workflows.
Advanced skills in Microsoft Office, with proven ability to create and refine executive-level presentations.
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.
Comfort operating with a high degree of autonomy, making decisions within guardrails, and knowing when to escalate.
Exceptional organizational and prioritization skills, with accuracy and attention to detail.
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

Microsoft Office
Slack
Google Workspace
Notion
AI tools (Claude, ChatGPT, Copilot, Gemini, or similar)
Presentation creation
Calendar management
Meeting coordination
Expense reporting
Travel arrangements
Event planning
Communication
Judgment
Discretion
Diplomacy
Organization
Prioritization
Problem-solving
Collaboration
Integrity
Accountability

Location

Toronto

Work Type

Hybrid

Experience Level

5+ years of administrative experience supporting C-level executives

Salary/Compensations

CAD $110,000 to $125,000 plus annual bonus and equity (when applicable)

About the Company

Banyan Software is the best permanent home for software businesses that serve specialized industries, their employees, and their customers.
With a buy-grow-and-hold-for-life approach and a permanent capital base, Banyan acquires and grows companies worldwide, honoring founder legacies and helping portfolio companies modernize through shared AI expertise and operational discipline.
Founded in 2016, Banyan operates more than 120 portfolio companies across North and South America, Europe, and APAC, and has appeared on the Inc. 5000 list for six consecutive years.
The Banyan Software Foundation, endowed with $100 million in Banyan stock, leverages technology to build a greener and more equitable world.
Banyan is a future-forward organization that uses AI in its operations.
Banyan offers a rare place to build a career with a permanent-capital, buy-and-hold-for-life model.
Banyan has over 130 portfolio companies across North America, the UK, Europe, and APAC.
The corporate team is invested in the operating disciplines that hold the company together.
Scale creates room to shape how the office of the COO runs, with a clear path to work more deeply across People, Legal, Technology, or the Banyan Software Foundation over time.

Equal Opportunity

Banyan affirms that inequality is detrimental to our Global Teams, associates, our Operating Companies, and the communities we serve.
As a collective, our goal is to impact lasting change through our actions.
Together, we unite for equality and equity.
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.