Senior Executive Assistant (Toronto)

Logistics summary:

• Position:Senior Executive Assistant
• Type: Full-time
• Location: Toronto: Our stunning office in Corktown, with a flexible remote policy
• Hours: 40 per week
• Compensation: $70,000 to $90,000 CAD per year
• Timeline: Applications accepted through March

Seeking you... if you:

• are a seasoned Executive Assistant who not only thrives in the role, but loves it!
• are an email and calendar whiz, and can quickly identify challenges or blockers and proactively resolve them
• serve as a thought partner to the executive you support and their team
• are a master project manager, and see every step through beginning to end
• are masterful at using empathy to anticipate the needs of others
• go out of your way to communicate mindfully in asynchronous team structures

Who we are

Attune is a B2B technology platform that employers and financial services firms use to boost employee and customer financial health. A global card issuer uses Attune to assess the impact of its programs on its cardholders. A top 25 bank uses Attune to assess the financial health of the employees of its commercial banking clients. An innovative credit union uses Attune to attract prospects based on a commitment to their financial health. All three continuously monitor financial health data as a KPI to tune their products, programs, and services to improve client outcomes.

Incubated within the Financial Health Network, the leading expert on financial health and the inventor of the FinHealth Score®, Attune is a fast-paced, scrappy technology startup that moves mountains beyond its size.

We are queer, straight, trans, cis, current and aspirational immigrants, people of color, white people, people who grew up with a single parent on social security disability income, people who grew up in homes their parents owned, American, Argentinian, Korean, Mexican.

We are:

• Fun: We're professionals at building rapport — that means having fun and enjoying what we do is key to our work culture
• Sustainable: We're transparent and honest — we give equal opportunities to everyone. We trust each other and are accountable for that
• Kind: Kindness and respect go a long way. At Attune, we invest in honest and deep relationships with each teammate, day by day, week by week
• Caring: To develop a product based on empathy with our customers and end users, we believe looking out for our team comes first

The role logistics

This will be a full-time employee position based in Toronto, working standard business hours (9am-6pm ET with an hour lunch break daily, when we encourage you to fully unplug). This position will be required to come into the office as needed (typically a couple of times per week) for high importance meetings/events, especially in the beginning, but has a flexible remote work policy.

Our office is on the fourth floor of a gorgeous brick building in Corktown and has a lovely outdoor patio with a clear view of the CN Tower. Since we're going to need to mind-meld between the CEO and the senior EA, frontloading a bunch of in person time really, really helps. Once we know each other well and have built up a rhythm, we will work remotely more often.

Available to people authorized to work within Canada. We highly encourage candidates who are LGBTQIA2S+, BIPOC, neurodiverse, disabled, from rural areas, and other communities.

Responsibilities and areas of need

• Inbox and calendar management

  • Sort and delegate emails throughout the business day to aid the CEO in reaching “inbox zero” 1-2 times each day; when possible, respond to emails using clear, empathetic, and client-friendly language
  • Schedule meetings and manage the CEO’s calendar, especially skillfully protecting his time and collaborating with him to refine his ideal weekly schedule
  • Track and manage follow-ups stemming from both internal and external emails and meetings and store in ClickUp

• Priority management

  • Create a daily to-do list for the CEO based on the calendar and email communication
  • Ensure the CEO's well-being and stress management, focusing on critical priorities.
  • Manage ongoing projects from beginning to end, being mindful of priorities for the business
  • Proactively identify any challenges or pitfalls for projects and seek to resolve them

• Expense management

  • Prepare and file monthly expense reports

• Team support

  • Coordinate the procurement and shipping of team swag
  • Manage and organize team birthdays, including coordinating birthday notes and celebrations
  • Source and send thank-you notes and gifts as needed
  • Assist in contract renewals and client relationship management
  • Contribute to the creation of presentations, emails, and Slack announcements for internal team communications
  • Assist with travel arrangements for the CEO and other team members as needed
  • Manage passwords and maintain records of software accounts and subscriptions
  • Create and/or maintain SOPs, checklists, and other documentation for clear communication and optimized processes

• Board management

  • Facilitate the planning of board meetings, including calendaring meeting dates and assisting the team with board packets and presentations

Skills that will enable you to thrive

• You are able to learn quickly, aren’t afraid to ask questions, take initiative, and are extremely proactive with your communication
• You have an internal drive and strong organization and prioritization skills so you can exceed expectations with very limited supervision
• You are able to organize a daily workload while quickly discerning and managing priorities
• You are able to receive a download from the CEO and then run with it to create processes and find solutions from scratch
• You have a high level of emotional intelligence and are an insightful people person who is perceptive of others’ well-being
• You exemplify the culture of Attune by being super kind, attentive, quick and multifaceted
• You demonstrate intentional and mindful communication both internally with team members and externally with customers
• You have the courage to speak up when you see a need, whether that’s solving a problem or raising a flag to assist someone else
• You are quick to pick up new tech and tools. We work in a variety of online tools and you will need to be able to use these with some basic training, including: ClickUp, Google Suite, Slack, Quickbooks, Brex, and more

Bonus points

We'd be particularly interested if you also have:

• Experience in a tech-startup or financial environment

• Professional working proficiency in Spanish

To thrive in this role, you’ll also need to believe, deep down into your bones:

• Financial health is a lens that can change every department in an organization from the inside out, and there are enough people in enough organizations to make that journey worthwhile
• Building a great place to work — one where we optimize for the financial health of our own employees, customers, and stakeholders — is how we develop a sustainable, financially healthy business
• Emotional intelligence and data put together make the world go round — and we are all responsible for showing up with both empathy and analytics when approaching business challenges
• Small teams, when given time and space to thrive, are capable of producing work beyond anyone’s wildest dreams

Why it’s awesome to join our team

We help our clients measure and improve employee financial health. So it would be silly if we didn't do that ourselves, too!

For us, team health means:

• Rule #1: No dying. Health comes first, then family, then work. When you're sick, just tell your team, call your doctor, and take some rest.
• Rule #2: Don't be a jerk. We're kind to each other and we work together to resolve conflicts in an assertive, compassionate way, keeping in mind that we are people first and colleagues second.
• 20 vacation days per year, in addition to all US and Canadian holidays, and the week of December 25 to January 1, where all of our offices are closed for end of year rest and reflection
• $700 CAD for financial health per year. Work 1:1 with a financial planner or coach, take a course, read a book, do what you need to do to get the support you need to make the most of your financial life.
• $7,000 CAD for professional education per year. Pursue a master's degree, work 1:1 with a coach on a specific skill, take a class that lights you up, read books to your heart's content, do what you need to do to get the support you need to make the most of your professional life.

Toronto is a brand new office for us and we're constructing our benefits package as we speak — you may even be able to help shape it!