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

At Electric Mind, Engineering is where strategy meets action. Our team helps organizations cut through complexity—aligning business ambition with technology execution to unlock real, lasting change. You’ll work alongside curious, driven people tackling high-impact challenges for everyone from scaling startups to global enterprises. Each engagement is different, pushing you to learn, adapt, and grow.

Electric Mind’s Technology Practice brings together deep engineering expertise, modern delivery disciplines, and pragmatic architectural thinking to help clients execute complex, mission-critical transformation. We design and implement scalable, secure, high-impact technology solutions that accelerate business outcomes.

We are seeking a highly organized, motivated, and detail-oriented Junior Executive Assistant to support four Partners in collaboration with a senior administrative team, with 3 days a week in office.

This is an excellent opportunity for an early-career professional looking to build a strong foundation in executive support within a fast-paced, client-focused environment.  The ideal candidate is proactive, eager to learn, highly organized, and committed to delivering exceptional service while developing advanced executive support skills.

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

- 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

- 1–3 years of administrative experience (internship, co-op, or entry-level experience welcome)

- Strong organizational skills and attention to detail

- Ability to manage multiple tasks and shifting priorities

- Proficiency in Microsoft 365 (Outlook, PowerPoint, Word, Excel, Teams)

- Strong written and verbal communication skills

- Professional demeanor and strong customer-service mindset

- High level of discretion and reliability

- Flexibility to adapt to front-of-house and facilities responsibilities when required

- Eagerness to learn and grow within an executive support role

Electric Mind is a fast-growing, AI-native advisory and digital engineering firm built for those who want to shape the future, not just watch it happen. We blend premium strategy expertise with cutting-edge AI-centric engineering to solve complex, meaningful problems for industry-leading clients.

We pride ourselves on a high-touch delivery model and a culture that values diverse talent, innovation, and true client partnership — creating an environment where your ideas matter and your impact is visible. If you’re looking for a place where you can grow fast, collaborate with exceptional teammates, and help build a company scaling its capabilities and global footprint at speed — Electric Mind is the place to ignite your career. The future is bright!

For more info on Electric Mind, check out our Careers Page and Instagram.

Electric Mind is committed to diversity in the workplace. We are an inclusive employer and welcome and encourage applications from all qualified candidates. Applicants’ needs will be accommodated during our recruitment and selection process so please advise us if you require accommodation.