Executive Assistant

Position Overview

We are seeking a proactive, highly organized, and intellectually curious Executive Assistant to support our Chief Executive Officer (CEO) and Chief Financial Officer (CFO). This role goes beyond traditional executive support and blends strategic coordination, investor relations support, research, operations, and light accounting functions.
You will act as a trusted extension of the executive team—helping streamline decision-making, supporting investor and board communications, coordinating complex initiatives, and managing critical logistics during a high-growth phase.

Key Responsibilities

Executive & Strategic Support

• Manage executive calendars, prioritize meetings, and coordinate logistics across global time zones.
• Prepare agendas, briefing notes, research summaries, and follow-up action items for board meetings, investor updates, executive reviews, and strategy sessions.
• Draft, proofread, and organize executive correspondence, presentations, and confidential documentation on behalf of the CEO and CFO.
• Anticipate executive needs and proactively surface risks, deadlines, and dependencies.
• Support preparation of materials for internal leadership meetings and external stakeholder engagements.

Investor Relations & Research Support

• Support ongoing investor relations activities, including maintaining investor contact lists, tracking communications, and coordinating updates and meetings.
• Assist with fundraising processes, including organizing data rooms, tracking due diligence requests, and managing document version control.
• Conduct ad-hoc research on investors, partners, competitors, markets, and strategic opportunities as requested by leadership.
• Help prepare investor decks, briefing materials, FAQs, and follow-up summaries.
• Track key investor deliverables, reporting timelines, and board obligations.

Operational & Administrative Support

• Plan and coordinate international travel, conferences, client visits, and internal/external events.
• Support HR-related processes such as onboarding, offboarding, scheduling, and travel or expense policies.
• Maintain organized records of board resolutions, NDAs, contracts, and corporate documents.
• Track and manage administrative workflows across U.S., Canadian, and Korean entities, ensuring alignment and follow-through.
• Provide office management support, including supplies, vendor coordination, and general office logistics.

Project Coordination & Growth Initiatives

• Monitor key deliverables related to fundraising, commercialization, strategic partnerships, and new product launches.
• Coordinate cross-functional projects by tracking timelines, owners, and dependencies.
• Help prepare internal status updates and executive-level summaries for leadership review.
• Support special strategic initiatives as the company scales.

Basic Accounting & Finance Support

• Assist the CFO with expense reporting, and payment tracking.
• Prepare and organize materials for tax filings, audits, and regulatory requirements.
• Reconcile receipts and corporate credit card statements; support reimbursement processes.
• CEO/CFO expense tracking

Qualifications

• 3–6 years of experience supporting senior executives, ideally in a startup or fast-paced technology environment.
• Strong organizational skills with exceptional attention to detail and ability to manage multiple priorities.
• Basic understanding of accounting and financial workflows (invoicing, expenses, reconciliations).
• Excellent written and verbal communication skills; ability to synthesize information clearly and concisely.
• Comfortable conducting research and preparing executive-level summaries.
• Tech-savvy: Google Workspace, Microsoft Office, DocuSign; familiarity with accounting tools is an asset (e.g., QuickBooks, Xero, Excel).
• Discreet, trustworthy, and dependable, with a high degree of professionalism handling sensitive information.
• Experience supporting international teams and working across functions is a strong plus.

Working Conditions

• Hybrid work model based in the Toronto office (4 days in-office, 1 day remote).
• Flexibility to work occasional non-traditional hours (including evenings, mornings, and/or weekends) as required.

Why Join Xandar Kardian?

• Be part of a fast-growing, cutting-edge company making a real impact in healthcare and smart building solutions.
• Competitive salary with performance-based bonuses.
• Exposure to executive decision-making, investors, and strategic initiatives.
• Meaningful growth opportunities in a dynamic, entrepreneurial environment.
• Collaborative, mission-driven team culture.

To apply, please send your resume and a short note on why you believe you’re a good fit for this role to annie@xk.inc