Jobs at CapIntel (Now Hiring) — 2 open

About the role 

This is a full-time, hybrid role based in our Halifax office. 

This is a close-support role. As Executive Assistant to the CEO, your focus is one person: making sure our CEO can operate at their best, every single day. You’ll manage their time, keep their world organized, and handle the full range of tasks that come with supporting a startup CEO, including both professional and personal support as needed. 

You’re the kind of person who stays two steps ahead. You’ll anticipate what’s coming, proactively manage the CEO’s priorities, and quietly solve problems before they become problems. If that kind of variety energizes rather than frustrates you, you’ll thrive here. 

What you’ll do 

Calendar Management 

• Own the CEO’s calendar. Stay ahead of what’s coming, ensure meetings are scheduled with the right flow and pacing throughout the week, protect focus time, and resolve conflicts before they surface 
• Proactively anticipate key meetings, projects, and deadlines on the horizon - flagging preparation needs and ensuring the CEO’s time is always allocated intentionally 
• Prepare briefing notes, agendas, and pre-reads ahead of key meetings so the CEO walks in ready 
• Capture and distribute meeting notes and action items, and follow up to ensure completion 

Travel & Expenses 

• Coordinate domestic and international travel with an extremely high level of detail - every flight, hotel, transfer, and itinerary step should be planned and confirmed in advance, leaving nothing to chance. 
• Track, submit, and reconcile the CEO’s expenses, per diems, and benefits submissions accurately and on time 

Inbox & Communications 

• Act as a professional first point of contact between the CEO and internal teams, board members, investors, and external partners 
• Handle all communications with impeccable written and verbal communication skills, professionalism, and discretion 

Office & Operational Support 

• Support board meeting preparation as needed, including helping prepare materials and being present and available to handle any requests or issues that arise. 
• Help maintain relationships with key external stakeholders by keeping communication timely and polished 
• Partner on company events, offsites, and team meetings providing hands-on support and being present where needed. 
• Stay close to the CEO’s priorities and proactively plug in to ad hoc projects, cross-functional initiatives, and time-sensitive needs as they arise 

Personal Assistance 

• Provide personal support to the CEO as needed alongside professional responsibilities 
• Manage personal scheduling and day-to-day tasks with the same discretion and reliability as any other part of the role 

What we're looking for

• 2+ years of experience as an Executive Assistant supporting a senior leader, ideally in a startup or fast-paced tech environment, or as an Associate at a wealth management practice.   
• You have experience in or exposure to fintech, wealthtech, or financial services. Familiarity with how the industry moves is a definite asset 
• Exceptional organizational skills and the ability to manage multiple competing priorities without losing the thread 
• High emotional intelligence - you read the room, adapt quickly, and know when to act independently versus when to check in 
• Impeccable written and verbal communication skills; you represent the CEO professionally in every interaction 
• Absolute discretion with sensitive information, both professional and personal 
• Comfort with ambiguity and startup, high growth pace. You don't need every detail defined to take effective action 
• Proficiency with Microsoft 365, Slack, and Confluence 
• A valid driver's license and access to a reliable vehicle 
• Genuine openness to both professional and personal support as part of the role 
• Currently residing in Halifax or ability to relocate. For the right candidate, we will provide a relocation allowance.

You'll Stand Out If

• You've supported a CEO or founder at a startup with under 200 employees 
• You have experience managing professional and personal schedules simultaneously 
• You're a proactive communicator who flags issues early and brings solutions, not just problems 
• You're calm, resilient and reliable, even when priorities shift mid-day