Executive Assistant & Administration

About the Role

We are hiring a high capability AI forward Executive Assistant to support our CEO and Executive team.

This is a hands on execution focused role designed to absorb operational administrative and coordination work.

You will manage calendar logistics recruiting coordination office operations and selective personal support. You will use AI tools proactively to reduce manual work improve organization and increase execution speed.

This role is ideal for someone early to mid career who is highly organized tech fluent low ego and excited to grow in a fast paced founder led environment.

Core Responsibilities:

CEO Calendar & Time Management

• Own and manage the CEOs calendar with discipline
• Schedule internal and external meetings
• Prepare daily and weekly briefings
• Ensure meetings have clear context materials and objectives
• Protect time blocks and reduce reactive scheduling

Administrative & Office Execution

• Handle inbox triage and meeting coordination
• Book travel and manage logistics
• Prepare expense submissions
• Coordinate vendor payments and office services
• Support in office operations and ad hoc administrative needs

Organization & Task Management

• Maintain structured task lists and follow ups
• Track action items from meetings
• Ensure commitments are not dropped
• Create lightweight documentation where helpful

Personal Assistance

• Coordinate travel reservations and scheduling
• Assist with personal logistics

Recruiting Coordination

• Schedule candidate interviews
• Prepare briefing documents for interviews
• Track feedback and ensure timely follow up
• Maintain organized candidate documentation

Must Haves

• 2 years experience in an Executive Assistant Administrative Operations or Coordination role
• Experience working in a technology SaaS gaming or product driven company
• Strong calendar management and scheduling experience in a fast paced environment
• High proficiency in Google Workspace Slack and modern collaboration tools
• Comfortable using AI tools such as ChatGPT Gemini Claude or similar in day to day workflow
• Strong written communication skills with ability to draft clear structured messages
• Highly organized with strong task tracking and follow through discipline
• Comfortable working with a direct analytical and fast moving executive
• Low ego high ownership mindset
• Ability to work in office in the Toronto 5 days a week

Nice to Haves

• Experience supporting a founder or startup executive
• Experience in gaming or live service environments
• Experience coordinating recruiting or interviews
• Experience with Notion or other knowledge management systems
• Experience managing travel and personal logistics

Compensation

This role has a base salary range of CAD $50000$60000 depending on experience and fit.

• Group Retirement Savings Plan matching & participation
• Comprehensive benefits package (health dental and vision) including Health Wellness spending account
• Generous time off policies

Big Viking Games is committed to creating an inclusive and accessible environment for all candidates. We welcome applications from individuals of all abilities and will provide accommodations throughout the hiring process as needed. If you require any accommodations please email so we can work with you to support your needs.

Required Experience:

IC