Executive Assistant & Operations Manager

Role Overview

This full-time, 100% onsite position in downtown Toronto is for an Executive Assistant & Operations Manager who will act as the operational anchor for the office and a close support partner to leadership. The role goes beyond traditional executive assistance, combining executive support, office management, finance and administrative coordination, and involvement in business development and cross-functional projects.

The ideal person is highly organized, commercially aware, analytical, and comfortable working in a fast-moving environment. You will help keep the Toronto office running smoothly, support leadership workflows, and contribute to the efficiency of day-to-day business operations.

Executive Support

• Oversee leadership calendars, travel arrangements, and scheduling logistics with accuracy and foresight.
• Build meeting packs, background notes, and research summaries ahead of important discussions and decisions.
• Monitor action items after meetings and ensure commitments, deadlines, and follow-ups stay on track.
• Handle confidential information and internal/external communication with care and good judgment.

Office Operations

• Run the Toronto office on a daily basis, including vendors, supplies, facilities, and other essentials that keep the workspace functioning well.
• Create and maintain practical systems and procedures that improve organization, efficiency, and professionalism.
• Arrange team events, offsites, internal meetings, and visitor coordination.
• Act as the main contact for operational needs in Toronto.

Finance & Administrative Operations

• Assist with expenses, invoices, vendor payments, and budget tracking.
• Support bookkeeping and accounting work in QuickBooks Online and collaborate with outside accountants and tax professionals.
• Help with month-end administrative tasks and keep operational and financial records accurate.
• Support government funding and tax credit activities, including SR&ED documentation and information collection.
• Look for ways to streamline internal finance and operations workflows.

Business Development Support

• Provide research, outreach coordination, and pipeline tracking support to Business Development and Sales teams.
• Help prepare decks, briefs, and materials for partner and customer meetings.
• Track relationship touchpoints with partners and customers, follow up as needed, and help maintain momentum.
• Suggest improvements to how commercial relationships are managed and grown.

Toronto Operations Leadership

• Serve as the operational contact for the Toronto office.
• Work across Sales, Deployments, Engineering, and Operations to keep office activity coordinated and efficient.
• Spot issues early, raise blockers, and resolve problems before they escalate.
• Help onboard new Toronto-based employees and contractors.

Required Background

• A bachelor’s degree in business administration, accounting, finance, commerce, or a closely related discipline.
• At least 3 years of experience in executive assistance, operations, office management, chief of staff, or a similar cross-functional function in a fast-paced environment.
• Proven ability to juggle several priorities at once without losing track of details.
• Strong written and spoken communication skills with a polished, concise style.
• Comfort with data, metrics, and analytical work, not only administrative coordination.
• Prior experience supporting senior leaders or founders directly.

Preferred Profile

• Experience in a startup, technology company, or other high-growth setting.
• Background in business, finance, accounting, operations, or a related area.
• Prior exposure to finance or business operations work.
• Working knowledge of QuickBooks Online or comparable cloud accounting software.
• Exposure to Canadian funding programs, including SR&ED tax credits, is an advantage.
• Experience supporting business development, sales operations, or other commercial workflows.
• History of improving internal processes rather than only maintaining them.
• Comfort using Notion, Slack, Google Workspace, Microsoft Office, and CRM tools.
• Experience as an office lead, operations lead, or chief of staff.

Company Information

Dexian is a global staffing, IT, and workforce solutions provider with more than 12,000 employees and 70 locations worldwide. Formed in 2023 through the merger of DISYS and Signature Consultants, the company combines talent, technology, and organizational support to drive strong outcomes for clients and candidates. Its brands include Dexian DISYS, Dexian Signature Consultants, Dexian Government Solutions, Dexian Talent Development, and Dexian IT Solutions.

Equal Opportunity and Accommodation

Dexian is an equal opportunity employer and considers qualified applicants without regard to race, religion, sex, sexual orientation, gender identity, age, national origin, ancestry, citizenship, disability, or veteran status. Accommodations for disabilities are available upon request to support participation in recruitment, assessment, and selection.