Jr. Executive Assistant (3 days/week in Office) in Toronto, South Dakota at Electric Mind

Executive & Calendar Support

• Assist with managing calendars for four Partners, including scheduling meetings and resolving basic conflicts

• Coordinate internal and external meetings across time zones

• Prepare meeting materials, agendas, and briefing documents

• Track action items and support timely follow-up

Travel & Logistics

• Coordinate domestic and international travel arrangements (flights, hotels, transportation) under guidance

• Prepare detailed travel itineraries

• Monitor travel plans and assist with adjustments when needed

Client & Stakeholder Coordination

• Serve as a professional point of contact for clients and external stakeholders

• Support coordination of client meetings, workshops, and internal events

• Assist with preparing client-facing presentations and materials

• Maintain confidentiality of client and firm information

Administrative & Operational Support

• Process expenses and invoices accurately and in a timely manner

• Format, edit, and proofread documents and presentations

• Maintain organized digital filing systems and shared drives

Team & Office Coverage

• Provide support and backup coverage for Executive Assistants as needed

• Provide full reception and facilities coverage when the Reception/Facilities coordinator is out of office (OOO) or on PTO

• Greet visitors, manage incoming calls, oversee meeting room readiness, and coordinate office needs during coverage periods

• Help ensure smooth daily office operations and continuity of service

Project & Team Support

• Support planning and coordination of Partner-led initiatives and internal meetings

• Assist with leadership meetings, team sessions, and firm events

• Collaborate with Operations, HR, IT, and Finance on administrative requests

• Contribute ideas to improve administrative processes and workflows