Executive Assistant

• Provide high-level administrative and operational support to the CGO, CROO, and Leadership Team, including complex calendar management, prioritization of competing demands, and proactive scheduling optimization
• Coordinate executive meetings, leadership forums, and cross-functional working sessions, including agendas, briefing materials, and follow-ups
• Prepare and synthesize meeting notes, action items, and executive summaries as required
• Manage domestic and international travel arrangements, itineraries, and logistics with a focus on efficiency and executive readiness
• Support governance workflows including DocuSign routing, approval tracking, documentation integrity, and compliance-related administrative processes
• Maintain structured documentation across Confluence, SharePoint, Monday.com, and other workflow systems to ensure audit readiness and process consistency
• Support adherence to internal approval frameworks, ensuring proper routing, documentation, and tracking of executive-level decisions and sign-offs
• Identify and implement improvements to governance workflows, documentation standards, and operational procedures
• Coordinate onboarding and offboarding processes in partnership with P&C and IT, ensuring consistent, compliant, and well-documented execution
• Takes a lead with internal initiatives aligned to corporate leadership priorities i.e. plans corporate events
• Supports the P&C team with organizing both virtual and in-person activities throughout the year
• Manage executive-level expense tracking, credit card reconciliation, invoice submissions, and purchase order processing
• Support budget tracking and reporting accuracy for leadership-related expenditures
• Liaise with Finance as required to ensure timely and accurate processing of financial documentation
• Oversee office operations coordination, including supplies, vendor coordination, facilities requests, and workplace logistics
• Act as primary liaison with building management and internal operations teams for office needs (repairs, access, seating, meeting setup, etc.)
• Support in-person meeting and event logistics, including setup, coordination, and post-event wrap-up
• Manages the office space, orders supplies, kitchen stock up of drinks and snacks
• Develop, format, and refine presentation materials for town halls, board updates, leadership meetings, and strategic reviews
• Ensure consistency, clarity, and executive-level polish in all presentation and communication materials
• Support storytelling and structuring of leadership content for internal and external-facing presentations

Executive Assistant – 15 Month Contract

• Provides administrative support for the Executive Director including screening phone calls, scheduling meetings and appointments, participating in development of agendas for meetings.
• Receives informal and formal complaints from external resources such as clients, government and other agencies and facilitates the process by referring the complaint as per Agency protocol.
• Liaises and maintains ongoing communication with the Board President and other Board Members.
• Compiles, updates, maintains, and distributes Board Meeting agendas and minutes; attends all Board meetings, and Board committee meetings as required.
• Updates and maintains documentation such as Board of Directors Manual, etc.
• Support to other Directors as required for higher level Agency projects and initiatives.
• Agency wide support and coordination of internal and external events.
• Maintains mailing lists and efficient electronic filing system.
• Perform other duties as assigned.

• Manage special projects assigned by the executives
• Compile and analyze data, conduct research, prepare board reports, handle information requests, perform clerical functions
• Coordinate resources to support the executive in addressing identified issues
• Compose and/or edits a variety of highly confidential documents (e.g. correspondence, memos, contracts, proposals, reports, presentations)
• Respond to emails and voice mail messages on behalf of the executives
• Provide calendar management support by coordinating, setting, and monitoring daily calendars for the executive, prioritizing items based on an understanding of the business context (e.g. schedules meetings, arranges appointments, budgets time, and provides appropriate reminders)
• Responsible for the timely completion of expense reports, mileage claims and invoices
• Provides travel support, including arranging travel; securing transportation and accommodations; supports the registration process for conferences and trade shows and adhere to corporate travel processes
• Performs additional job-related responsibilities and duties as assigned

• Independently perform a variety of advanced administrative tasks.
• Manage the calendar of the Chief Executive Officer – Show Operations.
• Organize and coordinate meeting logistics.
• Coordinate business travel, expense reports, and all travel logistics for the Chief and certain division directors.
• Draft communications, correspondence, and various documents in French and English.
• Prepare minutes for certain meetings of the Chief Executive Officer – Show Operations.
• Coordinate logistics for special professional and social occasions (conferences, forums, events, galas, etc.) that require the Chief's attendance.
• Provide administrative support to the Leadership team.
• Contribute to various Talent and Revenue projects and programs.
• Coordinate the sending of invitations for various activities (employee premieres, celebrations, ...).
• Coordinate the distribution of Ovation gifts.
• Liaise with the various departments and divisions of Cirque du Soleil.

• Provide administrative support to the General Manager and DLL Canada senior leadership team, including travel and hotel arrangements including maintaining travel cost records and performing reconciliations, manage and maintain the complex calendars and schedules of the GM and other executive members to resolve conflicting priorities and arrange changes as required, that may include coordination, verification, and scheduling of meetings
• Event planning duties, including supplier management (media and equipment needs, activities, location setup and catering), for in in-office or virtual meetings, townhalls or offsite events; may include booking meeting spaces, agenda development, technology setup, amalgamating, proofreading PowerPoint decks, event day troubleshooting and ordering catering with dietary restrictions
• Collaborate with other global Executive Assistants/Administrative Assistants, including coordinating with the local Facilities team, ensuring international DLL visitors, guests and partners experience a warm, sincere and seamless visit.
• Effective scheduling and facilitation of meetings, including preparing agendas, taking minutes, tracking action items, and proactively following up on action items and outstanding issues
• Proofread, format, and edit professional correspondence, proposals, presentations, and reports
• General administrative responsibilities include purchase order and invoice processing, expense report review and settlement for broader senior leadership team; data entry, answering and tracking miscellaneous inquiries to completion, and escalating sensitive items
• Maintain documents and files on SharePoint sites
• Draft and disseminate management communications
• Support the GM and senior leadership team with coordination and daily tasks
• Alert and advise of conflicting priorities and recommend alternatives
• Technologically savvy and proficient with the use of smartphones, tablets, laptops and other tools
• Other duties as assigned

• The VA is the main point of contact with clients and will work independently with the clients.
• The VA will receive support from their assigned Account Supervisor, who will assist the VA<>client relationship with plan modifications, questions, and provide feedback on quality, delegation issues, and more.
• The VA will provide a high level professional administrative service by working on tasks and projects as assigned by the client, and ensuring they are executed on time and to the highest level of quality.
• Virtual Assistants send weekly usage reports, respond to all communication within a two-hour response window, maintain detailed and up-to-date client profiles, and follow Zirtual's best practices for success.
• The VA may assist the client with project management and organization, personal and business calendar management, research, purchases, and administrative tasks.
• The VA must provide continuous clear communication about task status, needs, and questions to their clients.

• Manage complex calendars, scheduling, and meeting coordination for the CEO
• Assist with inbox management, follow-ups, and prioritization of communications
• Coordinate internal and external meetings across multiple time zones
• Prepare agendas, documents, and meeting materials as needed
• Track action items and ensure operational follow-through
• Support executive workflow, organization, and time management
• Provide administrative support to the VP of Operations as required
• Assist with document management, reporting, and process coordination
• Help improve systems, workflows, and overall operational efficiency
• Maintain professionalism and confidentiality in all interactions
• Operate effectively in a fully remote and fast-paced environment

Executive Assistant, CEO

• Assisting in the delivery of services to victims of crime by providing a broad range of secretarial/administrative functions.
• Answering the main phone line.
• Preparing correspondence; managing a database.
• Direct contact with the public, victims of crime, and justice partners.
• Preparing statistics on a spreadsheet; code blocking invoices for signature and payment.
• Booking new and recurring meetings (in person and virtual); opening, preparing, and distributing mail.
• Maintaining an electronic filing system and ordering office supplies.
• Preparing quotations for off site training events and taking minutes for meetings.
• Maintaining Regional Office general e-mail account and supporting the administrative assistants in the regional offices and Head Office.

Secretary 2 – Victim Services, Relief Roster

• Attend, participate and provide meeting support to the Chief People Officer and senior P&C leadership team
• Develop and maintain strong, sensitive and diplomatic working relationships with executives, board of directors, and other internal & external stakeholders to provide solutions to complex issues
• Prioritize and manage responses, expectations and deadlines
• Coordinate and gather information to assist in the preparation of reports, business and operating plan documents, as well as board reports
• Provide administrative support including managing calendars, communications coordinating meetings, planning events, managing files and records, and submitting travel & expenses for the Chief People Officer

Executive Assistant, People & Culture

• Manage complex calendars and schedules for multiple executives, including arranging meetings, appointments, and travel itineraries.
• Coordinate and schedule internal and external meetings, conference calls, and video conferences, ensuring all necessary resources are in place.
• Prepare and distribute agendas, presentations, and other materials for meetings, taking minutes and following up on action items as needed.
• Act as a liaison between executives and internal/external stakeholders, managing communications and responding to inquiries on their behalf.
• Anticipate the needs of executives and proactively handle administrative tasks, such as expense reporting, document preparation, and file management.
• Assist in special projects and initiatives as assigned, collaborating with other members of the administrative team and cross-functional departments.
• Maintain confidentiality and discretion when handling sensitive information and confidential matters.

• Provide comprehensive administrative support to multiple executives
• Organize and prepare materials for meetings, including developing agendas
• Coordinate executive's activities and commitments, including complex diary management
• Assist executives with special projects and initiatives
• Handle sensitive information with discretion

• Manage complex executive calendars, including scheduling, prioritization, and conflict resolution
• Monitor, organize, and draft responses for executive email inboxes
• Coordinate meetings, agendas, and follow-ups with internal and external stakeholders
• Relay messages clearly and accurately between executives and teams
• Prepare briefing notes, summaries, and documents for meetings and decisions
• Support travel planning and logistics when required
• Track action items from executive discussions and ensure timely follow-through
• Liaise with internal teams to support alignment on priorities and deadlines
• Maintain confidentiality when handling sensitive information
• Assist with documentation and reporting for leadership visibility
• Coordinate across operations, product, and business teams on executive requests
• Support preparation of presentations and internal updates
• Help ensure consistent communication flow across departments

• Own and maintain calendar management for multiple leaders
• Coordinate travel for leaders and support travel delays
• Process expenses ensuring timely completion
• Assist with onboarding/offboarding activities for team members
• Assist in coordinating in-office or virtual meetings, townhalls or offsite events
• Maintain confidentiality and accuracy in completing ad-hoc administrative tasks
• Inform immediate team regularly on project status
• Provide vacation/temporary coverage for colleagues

• Assisting in the delivery of services to victims of crime
• Providing secretarial/administrative functions in a fast-paced environment
• Answering the main phone line and preparing correspondence
• Managing databases and front desk coverage
• Preparing statistics and coding invoices for signature
• Booking meetings and distributing mail
• Maintaining electronic filing systems and ordering supplies

Secretary 2 – Victim Services

• Own and manage high-volume, complex calendars for 3–4 ELT members (C-level and/or VP), making strategic trade-offs to balance priorities, focus time, and stakeholder needs.
• Act as a trusted gatekeeper and partner to executives by prioritizing engagements and challenging low-value meetings.
• Coordinate domestic and international travel, including detailed itineraries and proactive contingency planning.
• Serve as a primary point of contact by managing communications and correspondence on behalf of executives with professionalism and discretion.
• Lead end-to-end execution of internal meetings and events (e.g., all-hands, leadership sessions), including logistics, timelines, and stakeholder alignment.
• Support external engagements, customer visits, and executive-level functions through planning and coordination.
• Handle logistics related to personal matters, appointments, and household coordination with a high degree of confidentiality.
• Provide vacation or temporary coverage for Office Administration support as needed.
• Maintain strict confidentiality when handling sensitive executive and business information.

• Deliver confidential and high-quality administrative support to members of Senior Management.
• Organize and prioritize daily tasks, ensuring work is completed accurately and on time.
• Welcome and direct internal and external stakeholders.
• Answer and screen phone calls, manage simple email responses, and support clear communication for leadership.
• Compose routine and non-routine correspondence based on notes or instructions.
• Process incoming mail, ensuring it reaches the right people promptly.
• Schedule and coordinate meetings, appointments, and business activities.
• Manage office supplies and organize travel logistics using Zurich’s internal procurement tools.
• Prepare expense reports and handle payments for business expenses.
• Uphold compliance with legal and regulatory standards in daily operations.
• Access, process, and analyze data to support business decision-making.
• Identify and propose improvements to enhance business processes.
• Provide general clerical support and assist staff in processing transactions to meet service standards.
• Coordinate onboarding and offboarding activities for employees.
• Deliver reception and office support, creating an inviting workplace for visitors and team members.

• Deliver confidential and high-quality administrative support to members of Senior Management
• Organize and prioritize daily tasks, ensuring work is completed accurately and on time
• Welcome and direct internal and external stakeholders
• Answer and screen phone calls, manage simple email responses, and support clear communication for leadership
• Compose routine and non-routine correspondence based on notes or instructions
• Process incoming mail, ensuring it reaches the right people promptly
• Schedule and coordinate meetings, appointments, and business activities
• Manage office supplies and organize travel logistics using Zurich’s internal procurement tools
• Prepare expense reports and handle payments for business expenses
• Uphold compliance with legal and regulatory standards in daily operations
• Access, process, and analyze data to support business decision-making
• Identify and propose improvements to enhance business processes
• Provide general clerical support and assist staff in processing transactions to meet service standards
• Coordinate onboarding and offboarding activities for employees
• Deliver reception and office support, creating an inviting workplace for visitors and team members

• Own executive operations including calendar, travel, logistics, and expense management with precision and proactive foresight
• Increase decision velocity by organizing information into concise, structured summaries (context → decision → recommendation)
• Attend key meetings to capture decisions, identify action items, and ensure clear ownership and follow-through
• Prepare structured daily and weekly briefs that clarify priorities, risks, decisions, and tradeoff
• Anticipate friction points and design simple systems to reduce noise and inefficiency
• Support strategic communications by drafting internal memos, summarizing key insights, and refining written content

• Managing complex calendars across time zones
• Coordinating domestic and international travel
• Preparing accurate, timely expense reports
• Managing inboxes with discretion
• Creating meeting agendas and capturing notes
• Acting as a liaison for effective communication
• Supporting logistics for in-office/off-site meetings
• Contributing to special projects and initiatives

• Own high-volume calendars for 3–4 VPs, making trade-offs to balance focus time and stakeholder engagement
• Act as a gatekeeper and strategic partner to VPs, challenging low-value meetings and ensuring alignment with top priorities
• Lead end-to-end execution of internal events (takeovers, go-days, all-hands): owning logistics, timelines, stakeholder alignment, and execution
• Manage cross-time zone coordination for international teams with minimal friction and no scheduling inefficiencies
• Own expense management and financial approvals with accuracy, speed, and accountability
• Coordinate travel, anticipating changes and minimizing executive downtime
• Partner seamlessly with other R&D EAs to ensure consistent coverage and alignment
• Maintain absolute discretion with sensitive information
• Identify inefficiencies and implement scalable processes that materially improve executive leverage and team effectiveness

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