Executive Assistant / Project Manager

THE OPPORTUNITY

The role reports to the VP of Communications & Growth Strategy. This individual embodies the company’s values in every interaction. This role requires the highest level of discretion, integrity, and professionalism, with strict adherence to confidentiality across sensitive operational, financial, and people-related matters. As a trusted representative the candidate must communicate with sound judgment, cultural fluency, and alignment to company priorities—ensuring consistency, trust, and clarity both internally and externally. This candidate is strong with administration support related to the world of creative; fluency in deck editing/support and strong written communication are critical.

RESPONSIBILITIES

Calendar Management

• Scheduling across multiple time zones
• Prioritising and sequencing meetings

Meeting Preparation

• Drafting agendas
• Preparing background briefs and materials
• Coordinating attendees and logistics

Meeting Notes & Follow-Ups

• Clear, structured note-taking
• Summarising action items
• Tracking deliverables and deadlines

Invoicing & Finance Admin

• Managing invoices
• Expense reporting and reconciliation
• Maintaining basic budget trackers

Operational Coordination

• Filing and document organisation
• Maintaining shared drives and templates
• Light stakeholder coordination

Deck Development

• Structuring presentations from raw inputs
• Writing and refining slide copy
• Sourcing and placing images
• Formatting to brand guidelines

Light Graphic Design

• Clean layout design in Keynote / Google Slides / Figma
• Simple visual frameworks and diagrams
• Updating brand assets and templates

Research & Content Support

• Market and competitive research
• Talent and partnership background checks
• Pulling case studies and references
• Drafting first-pass memos
• Summarising articles or reports

Press & Communications Support

• Reviewing press releases and external communications for clarity and consistency
• Light copywriting and editing support across announcements, briefs, and materials
• Proofreading and formatting press materials prior to distribution
• Supporting media lists and background research as needed

QUALIFICATIONS

• 5 years minimum as an administrative support to one or more senior level principal or management team, or project management
• Comfortable in a fast-paced, entrepreneurial environment
• Impeccable discretion and judgment; experience handling confidential information and sensitive situations.
• High EQ and service mindset; calm under pressure; proactive, resourceful, and relentlessly follow-through oriented.
• Strong written and verbal communication
• Fluency with Google Workspace; proficiency with productivity and PM tools (e.g., Keynote, Asana) and CRM hygiene.
• English professional fluency required; French is not required, but is a plus.