Executive Assistant to the President & CEO (1-Year Contract)

About Haventree Bank

Haventree Bank is a Canadian Schedule 1 private bank headquartered in Toronto, Ontario, focusing on alternative mortgage programs and insured Guaranteed Investment Certificate (GIC) deposits. They aim to support hardworking Canadians nationwide in achieving homeownership with adaptable mortgage products and provide competitive GIC rates through diverse wealth management platforms. Haventree represents a mission-driven institution committed to fostering financial security and social mobility for those underserved by traditional financial systems.

Position Summary

This executive assistant role reports directly to the President & CEO and requires a highly motivated, detail-focused individual capable of managing a broad array of administrative and strategic responsibilities autonomously and confidentially. The position demands professionalism, a proactive attitude, excellent problem-solving skills, and adaptability to a fast-paced environment. Responsibilities include managing communications, scheduling, and planning, as well as providing comprehensive support in meetings, projects, and travel arrangements.

Key Responsibilities

• Oversee all communications and correspondence for the President & CEO including phone, email, voicemail, and mail; respond appropriately or forward actionable items to relevant parties.
• Coordinate calendar management including scheduling meetings, reserving rooms, and issuing invitations and reminders.
• Prepare necessary background information, meeting materials, and PowerPoint presentations with minimal guidance.
• Create agendas and documents to ensure readiness for CEO engagements and meetings.
• Organize events by coordinating schedules and securing venues.
• Arrange and manage travel bookings and reservations.
• Maintain and update executive contacts and calendar highlights to optimize time management.
• Act as a gatekeeper facilitating proper access, preparation, and follow-up on executive activities.
• Proactively identify executive priorities and potential scheduling conflicts.
• Manage business expense reporting and reimbursement using Concur software.
• Provide technical troubleshooting assistance by coordinating with support teams.
• Support Board of Directors administration by organizing meetings, handling secure distribution of materials, scheduling, and catering arrangements.
• Interface with external stakeholders regarding invitations and follow-ups related to the President & CEO.
• Handle sensitive matters with utmost confidentiality and discretion.
• Perform general office tasks such as photocopying, mail sorting, courier coordination, meeting room management, and occasional kitchen oversight.

Qualifications & Experience

• University degree or relevant equivalent experience preferred.
• At least five years' experience as an executive assistant or in a comparable support role.
• Experience supporting Boards of Directors and familiarity with Board portal software such as Diligent.
• Strong interpersonal skills enabling effective relationship building at all organizational levels.
• Excellent organizational and multitasking capabilities.
• Proficient written and oral communication skills.
• Advanced skills in Microsoft Office Suite and other pertinent software applications.
• Ability to maintain confidentiality and exercise discretion appropriately.

Additional Information

Haventree Bank values diversity, inclusion, and equal opportunity employment. Accommodations are available during the recruitment process upon request. Candidates selected for interviews will be contacted. The bank follows a privacy policy respecting candidates' personal information collected during recruitment.