Senior Executive Assistant, Finance

The Executive operates at the intersection of strategy, finance, data, and innovation, with a strong focus on outcomes and impact. The pace is fast, and the scope of work spans board and executive-level priorities, operational coordination, and advancing key initiatives across the business. Priorities evolve as new information and opportunities emerge.

The Executive values:

• Clear, structured thinking and strong judgment
• Concise, high-quality communication
• Proactive problem-solving and follow-through
• The ability to anticipate needs and stay a step ahead

This role is provided with a high degree of trust and autonomy, with the expectation of operating as a true partner, bringing forward solutions, improving workflows, and enabling focus in a complex environment.

• Plans, directs, and coordinates the delivery of executive support services aligned with business priorities
• Acts as a trusted partner and gatekeeper, managing priorities, time, and decision flow
• Anticipates needs, identifies risks, and proactively addresses emerging issues
• Researches issues and prepares high-quality correspondence, reports, presentations, and briefing materials
• Maintains effective relationships with internal and external stakeholders to support coordination and issue resolution

• Supports the planning and execution of projects, including timelines, deliverables, and tracking of key milestones
• Coordinates cross-functional activities to ensure alignment and timely delivery of outputs
• Supports the development of briefing materials and documentation for board and executive-level engagements
• Serves as the Asana lead for the department, maintaining project tracking systems, supporting team adoption, and ensuring consistent use of tools and workflows across projects.

• Acts as a focal point and gatekeeper for incoming inquiries and requests for the Executive
• Manages and organizes a high volume of incoming and outgoing correspondences and ensures that all outgoing correspondence meets protocol requirements and internal standards.
• Develops and maintains communications links and an extensive network with senior management, partners, senior officials of industry, etc. to foster effective working relationships for the management and coordination of sensitive issues; and ensures collaboration and identifies, coordinates and advises on key requirements and expectations of the Executive.
• Manages information flow and quality control of documents (i.e. presentations. handouts, meeting materials, briefings). Edits documentation for appropriate language, style and grammar.
• Routes and responds to questions/requests, prioritizes issues and ensures that they are handled accordingly.

• Arranges and coordinates meeting and event logistics for the Executive and the business unit.
• Coordinates and manages travel arrangements, bookings, and travel expenses for the Executive(s).
• Prepares detailed itineraries and agendas.

• Manages a complex and high-volume calendar, including sensitive and confidential engagements
• Coordinates virtual and in-person meetings, including logistics and materials
• Anticipates priorities, monitors deadlines, and ensures alignment of the Executive’s schedule with key objectives

• Prepares, reviews, and edits documents, reports, presentations, and briefings
• Manages administrative processes including procurement, service providers, and internal requests
• Coordinates contracts and documentation, including routing, approvals, and record management
• Supports vendor coordination, Statements of Work, and tracking of deliverables

• Manages financial processes including invoices, expenses, reconciliations, and budget tracking
• Supports financial reporting activities, including variance tracking and forecast coordination
• Ensures compliance with financial and procurement policies
• Monitors and tracks spend across suppliers and activities

• Leverages AI and digital tools to draft, refine, and enhance communications, presentations, and materials
• Identifies opportunities to streamline workflows and reduce manual effort
• Supports continuous improvement in how work is executed across the business unit
• Enhances the speed and quality of outputs while maintaining accuracy and professionalism

• Manages documentation and records to ensure accessibility, accuracy, and confidentiality
• Protects sensitive information and maintains high standards of discretion

• Performs other related duties.
• Provides backup for other EA or Senior EA positions when needed.

• Successful completion of post-secondary education in administration or related field or an acceptable combination of education, training and experience
• Minimum 5 years of Executive Assistant experience, including 3+ years supporting senior leadership or C-suite executives
• Comprehensive knowledge of administrative practices and procedures including invoice processing, budget tracking, contracts, expense claims, travel arrangements, calendar management, meeting arrangements and minutes, filing and records management and project tracking and coordination.
• Advanced knowledge of executive support practices and techniques
• Excellent multi-tasking, organizational, and prioritization skills
• Superior attention to detail and commitment to accuracy
• Ability to develop comprehensive and deep understanding of the Executive's strategic objectives and priorities, needs, and preferences
• Ability to develop deep understanding of the strategic goals, priorities and operations of the Business Unit as well as Destination Canada's governance structure, external environment, objectives, activities, programs, partnerships, issues and operations
• Exceptional writing and editing skills, ability to prepare, edit, and manage high-level correspondence, documents, reports, presentations, briefings with an understanding of the audience, purpose and context.
• Ability to maintain confidentiality and protect private and highly sensitive information
• Advanced problem-solving skills. Strategic foresight with the ability to proactively identify and address the Executive's needs before they arise and mitigate problems in advance
• Outstanding written and verbal communication skills, able to represent the Executive professionally, diplomatically and effectively with high level stakeholders
• Excellent interpersonal skills, with the ability to develop strong relationships with internal and external contacts at senior levels
• Ability to manage issues effectively including conducting research, briefing the Executive and providing advice
• Ability to handle sensitive issues and interactions with exceptional professionalism, diplomacy and tact
• Exercises sound judgment to make decisions independently where appropriate and escalating to the Executive when necessary.
• Excellent project coordination skills, with the ability to set timelines, coordinate tasks, and ensure deliverables are completed on time
• Highly adaptable, with a proven ability to improve and streamline processes by effectively leveraging technology and AI-driven tools in a fast-paced executive environment
• High level proficiency in MS Office Suite, virtual meeting tools, and project management tools

• This role follows a hybrid work arrangement, where work is performed onsite at least 3 days per week. Please note the work arrangement is subject to change.

At Destination Canada, we believe that Canada's diversity is its greatest asset and is what touches travelers' hearts most deeply. To that end, we are committed to inclusive leadership within our workplace, workforce, and interactions with partners and travelers alike. Destination Canada is an equal opportunity employer committed to reflecting Canada's diversity through fair and accessible hiring and employment practices. All qualified applicants will receive consideration for employment. If you require accommodations at any point in the recruitment process, please reach out to accessibility@destinationcanada.com.

We know that applying for a new job can be both exciting and intimidating, and we sincerely appreciate your interest and effort.