This role can be based in Toronto or Montreal.
Job Summary
The Executive Coordinator & Business Analyst provides executive, operational and analytical support to senior leaders. The role combines core executive-support responsibilities, including calendar management, meeting preparation, travel coordination, expense management and correspondence, with opportunities to contribute to business analysis, reporting, strategic projects and operational initiatives.
The ideal candidate is highly organized, intellectually curious, practical and eager to develop a broader understanding of the business. This role offers direct exposure to executive leadership and increasing responsibility as capabilities develop. It is well suited to an ambitious professional who wants to build a long-term career in business operations, strategy, project leadership or executive management while serving as a trusted partner to senior leaders.
Responsibilities:
Executive Support & Administration
- Manage complex executive calendars, appointments and meeting schedules, using sound judgement to prioritize requests based on urgency and business needs.
- Proactively prepare leaders for meetings by coordinating agendas, briefing materials, supporting documents, logistics and required follow-up.
- Coordinate domestic and international travel arrangements, itineraries, accommodations and related logistics.
- Prepare, process and track expense reports, ensuring accuracy, timely submission and adherence to company policies.
- Monitor and assist with correspondence and communications, identifying items requiring immediate attention and initiating appropriate follow-up.
- Draft, prepare and edit professional correspondence, reports, presentations, spreadsheets and other executive-level materials.
- Maintain organized files, records and correspondence while protecting confidential client and company information.
- Provide a professional, polished and welcoming experience for clients, colleagues and external stakeholders.
Business Analysis & Executive Reporting
- Gather, analyze and synthesize business information to support executive decision-making.
- Prepare concise executive summaries, briefing notes, presentations, reports and dashboards using business data and key performance indicators.
- Conduct market, competitor, industry and prospective-organization research to support planning and growth priorities.
- Track operational, financial and growth initiatives, highlighting progress, dependencies, risks and decisions required.
- Use Excel and other Microsoft tools to organize data, identify trends and translate findings into clear, actionable insights.
- Use AI-enabled tools thoughtfully and responsibly to improve research, analysis, reporting, document preparation and day-to-day efficiency.
- Support the preparation and maintenance of business, production and management reports as required.
Strategic Projects & Operational Coordination
- Support strategic initiatives, operational improvement projects and business-planning activities led by senior leadership.
- Coordinate cross-functional projects involving operations, finance, people, client service, business development and other teams.
- Maintain project plans, action logs and decision records; follow up with owners to support timely completion of commitments.
- Capture meeting decisions and action items, prepare follow-up materials and help maintain momentum across key priorities.
- Identify opportunities to improve processes, reporting, workflow efficiency and organizational effectiveness.
- Create practical tools, templates and automations that reduce manual effort, improve consistency and allow the role to evolve as the business grows.
- Bring forward creative ideas and test better ways of working within appropriate risk, privacy and governance expectations.
- Serve as a liaison between senior leaders and internal and external stakeholders, facilitating clear communication and timely follow-through.
Meeting, Event & Stakeholder Coordination
- Coordinate leadership meetings, conferences, team sessions, business visits and events, including rooms, technology, hospitality and materials.
- Attend meetings as required, capture clear notes, decisions and action items, and distribute relevant documentation.
- Support logistics for leadership sessions, team off-sites and other priority business activities.
Requirements:
- Bachelor's degree in Business Administration, Commerce, Finance, Economics, Data Analytics or a related discipline preferred, or an equivalent combination of education and relevant experience.
- Approximately 2-5 years of experience in executive support, business operations, consulting, project coordination, finance, analytics or a comparable professional environment.
- Advanced proficiency with Microsoft Outlook, Excel, PowerPoint and Word; experience with CRM, reporting or visualization tools is an asset.
- Familiarity with Microsoft Copilot or comparable AI tools, including an understanding of responsible use, is an asset.
- Experience preparing presentations, business reports, analysis and executive-level communications.
- Strong analytical and problem-solving capabilities, with the ability to organize, interpret and synthesize information into actionable insights.
- Exceptional organizational and time-management skills, with the ability to manage calendars, expenses and administrative details while contributing to broader initiatives.
- Excellent written, verbal and interpersonal communication skills, with strong attention to accuracy, grammar and presentation.
- Sound professional judgement, discretion and the ability to appropriately manage confidential client and company information.
- Ability to work effectively in a fast-paced, entrepreneurial environment, manage competing priorities and adjust quickly as business needs evolve.
- Ability to work outside normal business hours and travel when business requirements necessitate it.
Preferred Attributes
- Ambitious, highly motivated and interested in building a long-term career within a growing organization.
- Views excellent executive support as an important platform for understanding and contributing to the broader business.
- Naturally curious and eager to understand how the business operates, serves clients and grows.
- Takes ownership, anticipates needs and follows through without requiring significant direction.
- Applies sound judgement and common sense to practical day-to-day decisions.
- Presents themselves and their work in a polished, professional and audience-appropriate manner.
- Comfortable working directly with senior executives and contributing thoughtfully to business discussions.
- Enjoys solving problems, improving processes and finding more effective ways of working.
- Comfortable experimenting with new tools, including AI, and turning ideas into practical efficiency improvements.
- Demonstrates humility and a willingness to manage essential administrative details alongside analytical and project responsibilities.
Artificial intelligence (AI) tools may be used in the process to screen, assess, or select applicants for a position but all final decisions and determinations are made exclusively by authorized human personnel.
This job posting is an advertisement for an existing vacancy.
Equal Opportunity Employer
