Executive Assistant

Executive Assistant page is loaded## Executive Assistant locations:
Toronto, Ontario time type:
Full time posted on:
Posted Todayjob requisition :
R24220
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* Who we are:

** Fairstone Bank and its family of brands are united in delivering innovative, accessible and reliable financial solutions that enable Canadians to reach their goals. Over the years, our brand family has grown. In 2024, Home Trust Company, Home Bank and Oaken Financial became part of the Fairstone Bank family of brands, alongside Fairstone, Eden
* Park* and Fig.

Together, we are the leading alternative lending bank in Canada. We have the collective experience and expertise to better serve our customers and foster our partners’ growth. With a diverse suite of products—residential and commercial mortgages, consumer deposits and GICs, credit cards, retail and automobile financing, personal loans and digital lending—we offer financial solutions tailored to all Canadians, including newcomers, small-business owners, smart investors and savvy consumers.

Backed by nearly a century of lending experience through its legacy companies, Fairstone Bank and its brand family are proud to be Canada’s leading alternative lending bank.
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* About the role:

** As an Executive Assistant**,
** you will assist the respective Executive in all administrative and team management aspects related to the responsibilities of these positions and exercises sound judgement and tact. You will also provide routine comprehensive and efficient executive-level support services for the respective Executive.
** Responsiblities:
**** Executive Support (COO-Facing)
*** Manage the COO’s calendar with strategic prioritization of meetings, travel, and focus time using sound judgement, tact & initiative
* Provides comprehensive and efficient executive-level administrative support across all levels of the executives’ duties, including preparing/editing communications, presentations and other documents, and any ad-hoc requests
* Prepare, track and reconcile expense reports in compliance with company policies
* Prepare briefing materials for internal and external engagements, including agendas, talking points, and post-meeting follow-ups
* Coordinate travel and logistics for the COO and occasionally key team members
* Track action items and decisions from leadership meetings, ensuring timely execution and accountability
* Maintain administrative records in SharePoint and contribute to the development of standard operating procedures, policies and onboarding materials
** Team & Function Management (COO Team-Facing)
*** Facilitate weekly team meetings and monthly business reviews, including agenda development, documentation, and follow-ups
* Coordinate key governance activities such as annual planning, forecasting cycles, board material preparation, and QBRs
* Support onboarding of new team members, ensuring smooth integration through scheduling, documentation, and cultural alignment
* Serve as a central point of contact for internal stakeholders seeking access to the COO or operations leadership
* Assist in budget tracking, headcount planning, and resource allocation for the operations function
** Culture & Communication
*** Champion internal communications for the COO team, including updates, newsletters, and recognition programs
* Organize team offsites, workshops, and events, managing logistics and content development
* Maintain documentation and knowledge hubs for the COO function (e.g., shared drives, SOPs, org charts)
** Team Engagement & Compliance
*** Oversee COO team participation in corporate initiatives such as Community Matters Month, engagement surveys, and recognition programs
* Ensure timely completion of mandatory tasks and compliance training across the COO function
* Facilitate submission of employee recognition and support culture-building efforts
* Track and report on team engagement metrics and follow-ups related to corporate programs
** Project & Initiative Coordination
*** Support coordination of strategic initiatives and special projects as needed
* Conduct light research and analysis to inform COO decisions and operational planning
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* What we’re looking for:

*** Post secondary degree or…