Executive Assistant (to CEO)

About Us

Behind every innovative new medical device, new healthcare policy, and research into new treatments, there’s a literature review. At DistillerSR Inc., we’re changing the way that scientific research is conducted. Founded in 2008, DistillerSR is the world’s leading AI-enabled workflow automation and evidence management platform for streamlining the production of critical literature-based health research.

DistillerSR is used by 80% of the top 10 global medical device and pharmaceutical companies to inform life-changing product research, prepare regulatory submissions and to monitor for safety issues with medical products once in market. At DistillerSR, we have three core values: Always Leading, Always Innovating, and Always Trusted. Our amazing team lives these values every day and our customers trust us to bring them innovative, world-leading solutions that power their important work.

About the Role

We're looking for a seasoned Executive Assistant to act as a strategic liaison and first point of contact for the CEO, while providing essential operational support for our broader Executive Team. In this role, you will be an important contributor who anticipates needs, removes friction, and enables our leadership team to focus on scaling the company.

As a professional ambassador for the Executive Team, you will manage competing priorities across all internal business units. With past demonstrated success in comparable roles, you know how to maintain composure and polish in a fast-moving, high-growth environment.

Responsibilities:

Calendar & Strategic Time Management

• Own and optimize complex, ever-shifting calendar of the CEO, navigating competing demands with precision
• Exercise expert judgment on prioritization when conflicts arise, ensuring executives’ time is spent on high impact activities
• Ensure meeting readiness by preparing executives for meetings with relevant context, briefing documents, and tracking follow-up items

Communications

• Optimize the CEO’s daily demands by serving as a first point of contact for communications and meeting requests, ensuring alignment with organizational priorities through proactive and diplomatic triage
• Draft and refine high impact correspondence, presentations, and internal communications on behalf of the Executive Team 

Travel & Logistics

• Coordinate domestic and international travel,  providing detailed door-to-door itineraries, and handling last-minute changes with minimal disruption
• Manage end to end logistics for leadership offsites and company events, ensuring seamless execution and follow through on action items
• Manage expense reporting, documentation, and reconciliation

Meeting & Event Coordination

• Plan and execute leadership offsites and company events
• Prepare materials, manage logistics, and ensure follow-through on action items

Special Projects

• Lead or support cross-functional initiatives as the executives' proxy
• Conduct research and synthesize information for strategic decisions
• Build and maintain systems that improve executive and company-wide efficiency

Applicants are encouraged to include a cover letter in their submission.

Required Qualifications

• Minimum 7+ years experience support C-Suite executives, ideally in a high growth tech or SaaS environment
• Familiar with AI tools and proactive about finding ways to leverage them to scale and accelerate operations
• Exceptional written and verbal communication—you can represent executives credibly to anyone
• Exceptional organizational and project management skills with an obsession with detail
• Strong emotional intelligence and discretion with sensitive information
• Comfortable with ambiguity and demonstrates resourcefulness
• Tech-savvy and quick to adopt new tools (experience with Google Workspace, Slack, Notion, and travel/expense platforms)
• Proven track record of acting as a polished executive team proxy, managing high pressure situations with grace and professional discretion. A “polished gatekeeper”
• Must demonstrate technical savvy with expert proficiency in Google Workspace, Slack, and modern project management tools

Preferred Qualifications

• Formal education in Business, Communications, or a directly related field of study
• Past experience in a “chief of staff” style capacity or a role that required high level strategic synthesis and research across across business units

Compensation

Salary Range: $70,960 - $88,701

Compensation is determined based on factors such as experience, skills, and overall fit for the role. If you’re excited about the opportunity but the listed salary range doesn’t fully align with your expectations, we still encourage you to apply. We’re open to discussing a competitive package that reflects your background and expertise.

We're a dynamic and innovative B2B SasS firm who leads in our market and we're looking for agile, growth-minded individuals who want to join and make a positive impact doing purposeful work. We offer:

• Flexible work hours and work arrangements
• Benefits coverage from Day One
• Annual winter holiday shutdown
• Three weeks vacation
• Wellness reimbursement
• Professional development support
• Career growth opportunities
• Great culture working in the heart of the Kanata North Tech Park