Who we are:
Fairstone Bank and its family of brands are united in delivering innovative, accessible and reliable financial solutions that enable Canadians to reach their goals. Over the years, our brand family has grown. In 2024, Home Trust Company, Home Bank and Oaken Financial became part of the Fairstone Bank family of brands, alongside Fairstone, EdenPark and Fig.
Together, we are the leading alternative lending bank in Canada. We have the collective experience and expertise to better serve our customers and foster our partners’ growth. With a diverse suite of products—residential and commercial mortgages, consumer deposits and GICs, credit cards, retail and automobile financing, personal loans and digital lending—we offer financial solutions tailored to all Canadians, including newcomers, small-business owners, smart investors and savvy consumers.
Backed by nearly a century of lending experience through its legacy companies, Fairstone Bank and its brand family are proud to be Canada’s leading alternative lending bank.
About the role:
As an Executive Assistant, you will assist the respective Executive in all administrative and team management aspects related to the responsibilities of these positions and exercises sound judgement and tact. You will also provide routine comprehensive and efficient executive-level support services for the respective Executive.
Responsiblities:
Executive Support (COO-Facing)
- Manage the COO’s calendar with strategic prioritization of meetings, travel, and focus time using sound judgement, tact & initiative
- Provides comprehensive and efficient executive-level administrative support across all levels of the executives’ duties, including preparing/editing communications, presentations and other documents, and any ad-hoc requests
- Prepare, track and reconcile expense reports in compliance with company policies
- Prepare briefing materials for internal and external engagements, including agendas, talking points, and post-meeting follow-ups
- Coordinate travel and logistics for the COO and occasionally key team members
- Track action items and decisions from leadership meetings, ensuring timely execution and accountability
- Maintain administrative records in SharePoint and contribute to the development of standard operating procedures, policies and onboarding materials
Team & Function Management (COO Team-Facing)
- Facilitate weekly team meetings and monthly business reviews, including agenda development, documentation, and follow-ups
- Coordinate key governance activities such as annual planning, forecasting cycles, board material preparation, and QBRs
- Support onboarding of new team members, ensuring smooth integration through scheduling, documentation, and cultural alignment
- Serve as a central point of contact for internal stakeholders seeking access to the COO or operations leadership
- Assist in budget tracking, headcount planning, and resource allocation for the operations function
Culture & Communication
- Champion internal communications for the COO team, including updates, newsletters, and recognition programs
- Organize team offsites, workshops, and events, managing logistics and content development
- Maintain documentation and knowledge hubs for the COO function (e.g., shared drives, SOPs, org charts)
Team Engagement & Compliance
- Oversee COO team participation in corporate initiatives such as Community Matters Month, engagement surveys, and recognition programs
- Ensure timely completion of mandatory tasks and compliance training across the COO function
- Facilitate submission of employee recognition and support culture-building efforts
- Track and report on team engagement metrics and follow-ups related to corporate programs
Project & Initiative Coordination
- Support coordination of strategic initiatives and special projects as needed
- Conduct light research and analysis to inform COO decisions and operational planning
What we’re looking for:
- Post secondary degree or diploma required
- 7+ years supporting C-Suite executives, ideally within financial services
- Advanced proficiency in Microsoft Office Suite, including Outlook, Excel, Word, PowerPoint, and SharePoint
- Experience with expense management tools
- High degree of professionalism, discretion, and problem-solving capacity
- Excellent time management
- Strong ability to analyze data, reports and information
- Highly organized, proactive, and detail oriented
- Calm under pressure, solutions-oriented, and comfortable juggling competing priorities
- Strong written and verbal communication skills
- Superior interpersonal skills
- Sound decision-making skills
- Sense of urgency
What you’ll love about working here:
- Award-Winning Culture: We’re proud to be recognized as a Great Place to Work Canada 2025 and one of Montreal’s Top Employers 2025 by Canada’s Top 100 Employers.
- Work-Life Balance: Enjoy flexibility with our hybrid work model designed to support your lifestyle.
- Time to Recharge: Generous vacation based on your role, statutory holidays, plus 6 wellness days to prioritize your well-being.
- Compensation Package: Competitive base salary plus an annual incentive bonus tied to performance.
- Comprehensive Benefits: Robust health and dental coverage through Manulife, as well as virtual healthcare through Dialogue.
- Future-Ready Savings: Group Retirement Savings Plan with up to 7% employer match.
- Exclusive Perks: Discounts from top retailers via WorkPerks, plus location-based perks like gym memberships and Toronto Bike Share.
- On-Site Fitness: Gym access at our London and Montreal offices.
- Continuous Growth: Education Assistance Program and Fairstone Academy for training and skill development.
- Family Support: Parental leave top-up program to help you during life’s big moments.
- Community Impact: One paid volunteer day to give back to causes that matter to you.
- For more information on who we are as an employer click here.
What you can expect - pay & process:
- Expected base salary range is $80 000.00 to $95 000.00 per year, plus the opportunity to earn an annual incentive bonus tied to performance.
- This posting is for an existing vacancy within our organization.
- Artificial intelligence may be used in parts of the recruitment process.
- All candidates considered for hire must successfully pass a criminal background check, credit check, and validation of their work experience to qualify for hire.
If what you read excites you, we’d like to hear from you! Please submit your application and we’ll contact you if you become selected for first stages of the interview process.
#CORPON
Learn more: https://www.fairstone.ca/en/about/canadian-lender
Follow us on LinkedIn: https://www.linkedin.com/company/fairstone/mycompany/
If you have a preferred language for communication, please kindly inform us whether you prefer French or English on your application.
Fairstone is an equal opportunity employer. Accordingly, we will make reasonable accommodations to respond to the needs of people with disabilities. Individuals who view themselves as Aboriginals, members of visible minorities, and disabled are encouraged to apply in confidence.
Time Type:
Full time
Job Type:
Permanent