Executive Assistant

The world’s top banks use Zafin’s integrated platform to drive transformative customer value. Powered by an innovative AI-powered architecture, Zafin’s platform seamlessly unifies data from across the enterprise to accelerate product and pricing innovation, automate deal management and billing, and create personalized customer offerings that drive expansion and loyalty. 

Zafin empowers banks to drive sustainable growth, strengthen their market position, and define the future of banking centered around customer value. 

Executive Assistant (75% of the time) 

 Reporting to the CEO, the Executive Assistant will play a critical role in supporting the CEO and helping to drive the success of the company. As the Executive Assistant to the CEO, you will be responsible for providing administrative support to the CEO and managing the daily operations of the executive office. In addition to your administrative duties, you will also be responsible for planning and specific events. 

 Job Duties & Responsibilities: 

• Manage the CEO's calendar, schedule appointments, and coordinate travel arrangements
• Overseeing all incoming and outgoing communications including emails, drafting/preparing reports and correspondence.
• Proactively manage the day-to-day administrative affairs of the CEO’s office, scheduling all appointments, conferences and speaking engagements and other commitments; handle changes or cancellations as deemed necessary and/or appropriate.
• Plan and execute events/experiences, including coordinating with vendors, managing budgets, and ensuring that events/experiences run smoothly
• Maintain an efficient flow of information between all levels including internal and external contacts on a wide spectrum of plans and priorities.
• Provide support services to the CEO and for others on behalf of the office of the CEO, including booking reservations, arranging transportation, sending gifts, etc.
• Leverage multiple avenues to help obtain meetings for the CEO when scheduling is more complex
• Conduct research on behalf of the Office of the CEO and prepare briefing materials for meetings and events
• Coordinate special projects as assigned by the Office of the CEO
• Prioritize conflicting needs; handle matters expeditiously, proactively, and follow-through on projects to successful completion, often with deadline pressures.
• Support the CEO with occasional personal support needs (within reason) 
• Maintain confidentiality and exercise discretion in handling sensitive information 

Toronto Office Manager (25% of the time) 

The Toronto Office Manager will act as a dynamic partner to the Toronto-based team, while managing all aspects of Toronto office facilities and operations and help to enable employees working in virtual offices.  

Job Duties & Responsibilities: 

• Manage Toronto office/facilities operations to create a positive workplace experience.
• Provide input and recommendations to continually improve facility operations and workplace experience in alignment with Zafin's values. 
• Provide backup support for the Executive Assistant(s) assisting Zafin’s Senior Leadership Team
• Be the first point of contact for external parties (including greeting visitors, answering inquiries, accepting deliveries) and primary liaison with vendors, building management, and suppliers.  
• Manage company shipments and meeting room preparations/catering.
• Manage internal building security systems and act as a prime contact in the emergency call-tree.
• Participate as a certified member of the local Joint Health & Safety Committee (JHSC) ensuring standards, regulations and company policies are met. Act as a certified first-aid responder for the onsite team.
• Ensure the professional upkeep of all shared office areas, including ordering and replenishing necessary supplies.
• Drive and coordinate team culture activities, such as celebrations, events, and team milestones in partnership with local Social Committee(s).
• Assist with special projects as assigned to include but not limited to information gathering and preparing presentation materials. 

Additional Job Details

• Expected Salary Range: $45,000 - $75,000
• Vacancy Status: Open Position to be filled
• Mode of Work: In-Person (Onsite)
• Use of AI: Zafin may use Artificial Intelligence (AI) and/or other forms of automated technology to screen and/or assess applicants for this position. Zafin will not utilize AI for conducting interviews and/or making hiring decisions. 

What’s in it for you

Joining our team means being part of a culture that values diversity, teamwork, and high-quality work. We offer competitive salaries, annual bonus potential, generous paid time off, paid volunteering days, wellness benefits, and robust opportunities for professional growth and career advancement. Want to learn more about what you can look forward to during your career with us? Visit our careers site and our openings: zafin.com/careers

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

Zafin is committed to protecting the privacy and security of the personal information collected from all applicants throughout the recruitment process. The methods by which Zafin contains uses, stores, handles, retains, or discloses applicant information can be accessed by reviewing Zafin’s privacy policy at https://zafin.com/privacy-notice/. By submitting a job application, you confirm that you agree to the processing of your personal data by Zafin described in the candidate privacy notice.