Executive Assistant
About the job
- At least 3 years of administrative experience.
- Strong organizational skills and attention to detail.
- Ability to manage multiple tasks and shifting priorities.
- Proficiency in Microsoft 365, including Outlook, PowerPoint, Word, Excel, and Teams.
- Strong written and verbal communication skills.
- Professional demeanor and a 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.
- 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.
- Coordinate domestic and international travel arrangements, including flights, hotels, and transportation, under guidance.
- Prepare detailed travel itineraries.
- Monitor travel plans and assist with adjustments when needed.
- 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.
- 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 reception and facilities coverage when the Reception/Facilities coordinator is out of office or on paid time off.
- 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.
- Support planning and coordination of Partner-led initiatives and internal meetings.
- Assist with leadership meetings, team sessions, and firm events.
- Collaborate with Operations, Human Resources, Information Technology, and Finance on administrative requests.
- Contribute ideas to improve administrative processes and workflows.
About the company
Electric Mind delivers custom software solutions for complex projects by combining strategy, design, and engineering. It works with clients to plan, design, build, and iterate software using agile methods, offering cross-disciplinary capabilities from strategy and UX to software engineering across North America, including a Chicago office. The company differentiates itself with a long track record in enterprise-grade delivery, a move from founder-led to a broad leadership team, and a holistic branding that goes beyond traditional software labels. Its goal is to help clients achieve measurable business outcomes by delivering high-quality software at scale and expanding its North American footprint.
Company Size
51-200
Company Stage
Growth Equity (Non-Venture Capital)
Total Funding
$100M
Headquarters
Toronto, Canada
Founded
1990
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Simplify's Take
What believers are saying
- Motive Partners announced a $100 million investment on October 28, 2025.
- Electric Mind opened its Chicago office on January 21, 2025, broadening U.S. reach.
- Management said 2025 brought 200-plus hires and over 50% revenue growth.
What critics are saying
- Motive’s C$100 million investment creates growth pressure and margin discipline within 12 months.
- Financial-services concentration ties Electric Mind to banking budgets and regulated client sales cycles.
- Chicago expansion raises execution risk; a weak U.S. pipeline turns expansion into overhead quickly.
What makes Electric Mind unique
- Electric Mind combines strategy, design, and engineering, unlike pure body-shop consultancies.
- It has 35 years serving Canadian financial institutions, with engineering credibility from Intelliware.
- Motive Partners backed it on October 24, 2025, validating its financial-services specialization.
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Benefits
- Flexible Work Hours
- Professional Development Budget