Job Title

4 days ago Be among the first 25 applicantsThis range is provided by Moonshot. Your actual pay will be based on your skills and experience talk with your recruiter to learn more.Base pay rangeCA$65,000.00/yr - CA$73,000.00/yrMoonshot believes that marginalized people in society including people of color, Indigenous people, people from diverse socioeconomic backgrounds, women, Disabled and LGBTQIA+ people must be centered in the work we do. We strongly encourage applications from people with these identities or who are members of other communities who are currently underrepresented in our workforce. All qualified applicants will be afforded equal employment opportunities without discrimination because of race, creed, color, national origin, sex, age, disability or marital status. We know a diverse workforce will enable us to understand drivers behind violent extremism and online harms in an in-depth way and do better work to counter them.About the role:Moonshot is seeking an exceptional Executive Assistant to support its US Leadership team while contributing to our Toronto operations. Moonshot's offices are based in Toronto, Canada. We offer flexible work options including hybrid and remote arrangements. While we are open to candidates from across Canada, you will be required to work eastern timezone.As the Executive Assistant, you will be essential in managing schedules, coordinating travel, supporting US project coordination, and facilitating various special projects. The Executive Assistant plays a vital role in coordinating activities and facilitating connections within our expanding project portfolio and business development efforts, serving as a trusted partner to ensure that leadership can focus on strategic initiatives and business development.The successful candidate will have a deep understanding of the unique challenges faced by senior executives, particularly in managing their time, energy, and complex travel arrangements. You will need to demonstrate exceptional organizational skills, a proactive mindset, and the ability to handle difficult, often high-stakes, situations with professionalism and discretion. Managing competing priorities, navigating diverse stakeholders - ranging from internal teams to external partners, clients, senior government officials, and journalists - and ensuring that the executive's time is optimized will be at the heart of your role. Additionally, your time will be split helping the operations team. You will be responsible for a wide array of administrative activities and furthering office procedures across the organisation. As part of the operations team, you will ensure high levels of organisational effectiveness while creating and maintaining a functional and pleasant work environment that supports the team.We are looking for someone with experience in fast-moving commercial or political environments, who can balance the demands of the executive while maintaining a calm and organized approach. The nature of this role requires the candidate to have exemplary time management skills, the ability to anticipate needs, and the capacity to prioritize effectively amidst various demands. The individual will navigate this dynamic role with professionalism, interacting seamlessly across a diverse spectrum of individuals, from Moonshot's management team to external partners, clients, senior government officials, and journalists.Your responsibilities will include:Directly manage the executive's calendar, scheduling meetings, appointments, and speaking engagements with discretion and foresight. Exercise sound judgment when committing the executive's time, ensuring optimal use of their schedule and evaluating the urgency and importance of requestsOversee all aspects of domestic and international travel, including flight arrangements, visa requirements, accommodations, transportation, and logistical coordination. Ensure time zone considerations are factored in when scheduling travel and meetings, optimizing travel time and minimizing disruptionsManage the executive's incoming emails, prioritizing and triaging urgent client, partner, and team communications. Draft timely, professional responses as needed, ensuring that no client emails go unanswered for more than 24-48 hours. Build and maintain strong relationships with key clients and partners, ensuring proactive and consistent follow-upTrack high-priority tasks and follow up on ongoing requests to ensure timely completion. Keep the executive informed of progress and ensure deadlines are met without compromising qualityAssist US leadership team with project coordination support across the US program portfolio including scheduling team and client meetings, updating project plans in spreadsheets or project management software, and coordinating review and issuance of contracts for consultants, suppliers, and partnersPrepare, reconcile, and submit expense reports in a timely manner, ensuring accuracy and compliance with company proceduresSupport budget development and project financial monitoring in consultation with project managers and the finance team (e.g., tracking expenditures, updating budgets, reviewing and reconciling project profit and loss statements, and reviewing supplier invoices)Assist in the preparation of special projects, including creating PowerPoint presentations, financial spreadsheets, reports, and agenda materials. Provide support for project documentation and the production, formatting, copy editing, quality assurance, and distribution of project deliverables.Develop agendas and take detailed and accurate meeting minutes, ensuring that actionable items are clearly identified and communicated to relevant stakeholders for follow-upOversight of expenditures and finances for the day to day running of the office including managing the office Pleo account and ordering/shipping items to the teamProviding general administrative and tech support to the wider team, working closely with our IT provider and managing our Google WorkspaceAssisting the global operations team with their responsibilities, which includes but is not limited to global compliance processes.Handle day-to-day administrative tasks including printing, mailing, copying, and managing emails. Maintain organizational systems to ensure smooth operationsDraft and prepare routine correspondence for the executive's signatureOther additional and/or alternative duties as assigned from time to timeRequirementsEssential:Strong commercial or political background experience, demonstrated through previous roles that involved strategic planning, stakeholder management, or policy development. Experience navigating complex landscapes and managing high-level priorities is essentialSignificant experience managing complex international and domestic travel arrangementsExcellent written and verbal communication skills, with exceptional writing, editing, and proofreading abilitiesSkilled in protecting the professional and personal needs of a busy Executive.Proven experience in managing client communications, prioritizing urgent requests, and maintaining professional relationships with partners and stakeholders. Comfortable handling high volumes of email and correspondence with clientsStrong organizational skills, with the ability to handle multiple responsibilities simultaneouslyAbility to handle ambiguity, think on your feet, and adjust to shifting priorities in a fast-paced environmentA proactive, positive attitude with a commitment to delivering tasks efficientlyExceptional attention to detail, with the ability to assess and prioritize tasks quickly and efficiently, ensuring that critical matters are addressed in a timely mannerHighly trustworthy and ability to maintain confidentiality and use discretion and diplomacy in both written and verbal communicationsStrong IT skills, with proficiency in relevant software and toolsWillingness to work outside regular working hours where requiredCommitment to Moonshot's missionIn addition, we require and will check on candidates' eligibility to work in Canada.DesirableProficiency in Google SuiteExperience of project management, specifically Monday.comBenefits25 days paid vacation leave, plus Statutory HolidayFull private healthcare package, including coverage for partners and childrenDental & Vision InsuranceLife & Disability Insurance24/7 access to free counseling via our Employee Assistance ProgramGenerous maternity and paternity leave: 26 weeks paid maternity leave, 8 weeks paid paternity leaveAll permanent employees are granted share options upon employmentSalary: 65,000 CAD - 73,000 CAD depending on experienceSeniority levelSeniority levelMid-Senior levelEmployment typeEmployment typeFull-timeJob functionJob functionOtherIndustriesIT Services and IT ConsultingReferrals increase your chances of interviewing at Moonshot by 2xGet notified about new Executive Assistant jobs in Toronto, Ontario, Canada.Richmond Hill, Ontario, Canada 11 months agoExecutive Assistant, President's Office (formerly Executive Support Lead)Brampton, Ontario, Canada CA$41,000.00-CA$55,000.00 2 weeks agoExecutive Assistant, Global Credit (14 month contract)Executive Assistant to Chief Investment OfficerOffice Manager - Plastic and Reconstructive Surgery - Regular Full-time 2025-14190 (2025-14190)Office Manager | Seasonal Part-Time | Rogers StadiumScarborough, Ontario, Canada 2 months agoWere unlocking community knowledge in a new way. Experts add insights directly into each article, started with the help of AI. #J-18808-Ljbffr