Executive Assistant to the Senior Executive Vice President, IT

About Citco

Citco is a global leader in fund services corporate governance and related asset services with staff across 50 office locations worldwide. With more than $1.8 trillion in assets under administration we deliver end-to-end solutions and exceptional service to meet our clients needs.

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Job Summary

As a trusted partner to the Senior Executive Vice President (SEVP) of IT you will provide high-level executive and operational support to one of Citcos most senior technology leaders. This is a highly visible role requiring exceptional judgment discretion and the ability to operate effectively in a fast-paced global technology addition to traditional executive support you will actively participate in key meetings alongside the SEVP assist in tracking strategic initiatives and serve as a critical liaison across IT leadership and the broader organization. You will also collaborate with EAs across departments to ensure seamless office administration.

Your Role

Executive Support

• Serve as the primary point of contact for the SEVP managing all aspects of their professional schedule communications and priorities
• Manage complex high-volume calendars across multiple time zones proactively resolving scheduling conflicts
• Attend meetings with the SEVP capturing key decisions action items and follow-ups and ensuring accountability across stakeholders
• Prepare briefing materials executive presentations reports and correspondence on behalf of the SEVP
• Handle highly confidential and sensitive information with the utmost discretion
• Coordinate all domestic and international travel arrangements and process expense reports in a timely manner

IT Strategic & Project Support

• Support the SEVP in tracking progress against strategic IT initiatives flagging risks or delays and coordinating follow-up with project owners
• Maintain visibility into key IT project milestones and action items working with project managers and team leads to ensure timely updates
• Assist in preparing materials for IT leadership reviews board updates and executive briefings
• Leverage familiarity with IT terminology tools and processes to communicate effectively with technical stakeholders and anticipate the SEVPs needs
• Utilize project management and IT service tools (e.g. Jira ServiceNow Microsoft Project) to track deliverables and department activities

IT Department Coordination

• Act as a key liaison between the SEVP and internal/external stakeholders ensuring clear and timely communication
• Coordinate onboarding logistics for senior IT team members and new leadership hires
• Support the coordination of IT department communications announcements and organizational updates

Meeting & Event Management

• Organize and manage executive-level meetings IT leadership forums town halls and off-site events
• Attend and actively participate in SEVP-led meetings; distribute accurate minutes and track action items to completion
• Coordinate efforts among all EAs within both offices to ensure equitable distribution of responsibilities and consistent standards

Office & Team Coordination

• Collaborate with EAs across departments to manage shared office administration responsibilities
• Coordinate team social and engagement activities across offices to foster a positive team culture
• Provide general administrative support including document management correspondence and office logistics as needed

About You

• University degree required
• 5 yearsof experience in an Executive Assistant role ideally supporting C-suite or senior executive leadership within an IT financial services or professional services environment
• Demonstrated experience in project coordination or project management support with the ability to track milestones manage timelines and follow up on deliverables
• Solid understanding of IT terminology concepts and environments you are comfortable in conversations about infrastructure software delivery cybersecurity and technology strategy
• Experience attending executive-level meetings and producing high-quality minutes and action item summaries
• Proficient in Microsoft Office Suite(Word Excel PowerPoint Outlook) at an intermediate to advanced level
• Familiarity with project management and IT service tools such as Jira ServiceNow Microsoft Project or similar platforms
• Proven ability to exercise sound judgment take initiative and work independently in a dynamic high-pressure environment
• Superior organizational and time management skills with exceptional attention to detail
• Strong oral and written business communication skills with the ability to interact confidently at all levels of the organization
• High degree of professionalism integrity and discretion when handling sensitive information

Salary Range: CAD $63000 - CAD $85000

• This position is not for an existing vacancy; we are building a candidate pool for future opportunities.

Our Benefits

Your well being is of paramount importance to us and central to our success. We provide a range of benefits training and education support and flexible working arrangements to help you achieve success in your career while balancing personal needs. Ask us about specific benefits in your location.

We embrace diversity prioritizing the hiring of people from diverse backgrounds. Our inclusive culture is a source of pride and strength fostering innovation and mutual respect.

Citco welcomes and encourages applications from people with disabilities. Accommodations are available upon request for candidates taking part in all aspects of the selection.