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.

Requirements

Core Responsibilities:

CEO Calendar & Time Management

Own and manage the CEO’s 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 $50,000–$60,000, depending on experience and fit.

Benefits

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 [email protected] so we can work with you to support your needs.

Executive Assistant & Administration

TLDR