Executive Assistant - Client Operations

About Our Client

Our client is a smart, intuitive platform that makes production payroll and accounting easier, faster, and more secure. It provides a unified payroll platform that seamlessly connects your entire team—production, accounting, cast, and crew—all in one place. The platform empowers production teams to manage projects, pay cast and crew, track expenses, and generate data-driven insights, while enabling workers to manage timecards, track pay, and onboard to new projects from any device. It brings clarity and dependability to production payroll, while increasing the productivity of your whole team.

Trusted by companies of all sizes, the platform powers payroll for some of the industry’s top production companies. The growing team includes entertainment and technology experts from various well known organizations. The company is backed by top-tier investors and is in a strong financial position.

About The Role

Our client is seeking a highly organized and proactive Executive Assistant to provide temporary maternity leave coverage for a 13-month period. In this role, you will play a crucial part in ensuring the seamless operation of business activities and supporting key executives. You anticipate the needs of leadership, resolve operational and administrative challenges before they arise, and help drive efficiency across the team.

As a trusted partner, you will be instrumental in keeping executives focused on priorities and fostering collaboration within the organization.

You thrive in a fast-paced environment and are adept at adapting to shifting priorities. You possess strong business judgment, excellent communication skills, and the ability to build strong relationships with multiple stakeholders. You are more than just a support function—you are a force multiplier who adds value at every touchpoint.

What you’ll do:

• Provide comprehensive administrative support, including calendar management, travel coordination, and expense reporting for executives.
• Own and manage team meetings, collaborating with executives on agenda preparation and ensuring efficient execution.
• Coordinate team projects, ensuring contributors and stakeholders meet deadlines and deliverables.
• Ensure Metrics & KPIs are surfaced to the executive at the beginning of each month.
• Keep track of team dashboards to ensure they are up to date.
• Notion Page Management
• Ensure Project Updates are completed by team by EOW and ready for executives review.
• To-Do List Management: create and maintain a structured to-do list with your executive to proactively remind them of upcoming tasks/deadlines.
• Slack monitoring / follow ups
• Relationship Management & Team Culture Initiatives
• Maintain and track the department’s operational calendar, ensuring key due dates and deliverables are met
• Plan and manage internal and external programs, events, and logistics, coordinating with internal teams and external vendors.
• Provide hands-on support, including creating presentation templates in Google Slides and managing meeting content in Notion.
• Assist in maintaining and updating centralized Notion team pages and Standard Operating Procedures (SOPs).
• Support the organization of external professional development training sessions and virtual team social events.
• Assist the business operations team in coordinating the company-wide Monthly Business Review.
• Consolidate and distribute weekly and monthly reports on key metrics, including commentary for executive review.
• Manage various ad hoc projects and tasks as needed.

What you’ll have:

• 5+ years of experience supporting C-Suite executives in a fast-paced environment.
• Excellent verbal and written communication skills.
• Highly organized, proactive, and adaptable.
• A strong sense of ownership and ability to navigate ambiguity with confidence.
• Exceptional time management, goal-setting, and attention to detail.
• Proven ability to build trusting relationships across all levels of an organization.

Why Join the Company

Within the company, creativity meets technology — and not just in the product.

In addition to a competitive salary and all the benefits you can expect from a fast-growing technology company, you’ll get access to a team of creative problem solvers and the chance to see your contributions make large impacts.

Benefits include:

• Unlimited Paid Time Off
• Work from anywhere in Canada and USA
• Health and Dental benefits
• Up to 2% matching RRSP / 401K
• Learning and Development opportunities
• Up to $50 USD/ $67.50 CAD towards Internet/Cell phone service

Compensation

$74K – $119.9K • Multiple Ranges

Note:

“We are not the EOR (Employer of Record) for this position. Our role in this specific opportunity is to connect outstanding candidates with a top-tier employer. Swooped helps candidates around the world to discover and stay focused on the jobs they want until they can complete a full application in the hiring company career page/ATS.”