Executive Support and Operations Analyst

At Fairstone, our culture is built on strong values and leadership principles that define the expectations we have for working together and with our customers. We help Canadians find the right solution to meet their needs with a variety of products and services. Our values and principles guide the actions we take to ensure our customers get the best experience possible. Be part of our talented and growing team! We are currently looking for an Executive Support and Operations Analyst, to join our team reporting to the Executive Vice President, Chief Operating Officer. As an Executive Support and Operations Analyst**,** 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. "Be a part of our inclusive workplace where diverse perspectives drive innovation and excellence." WHY JOIN US?BECAUSE WE ARE PROUD TO BE One of Montreal's Top Employers for 2025 for the fifth consecutive year by the editors of Canada's Top 100 Employers. We Offer

• Work-Life Balance: Our 37.5-hour workweek and hybrid model (3 days in-office) promote a healthy balance.
• Wellness: Tailored well-being solutions available 24/7.
• Time Off: Minimum 15 paid vacations, 6 wellness days, with federal holidays.
• Community Support: Paid Volunteer Day to give back to your community.
• Retirement Planning: Employee and employer contribution pension plan, plus the Fairstone Retirement Savings Plan
• Development: Access to Fairstone Academy for comprehensive training and skill development.
• Employee discounts: Exclusive access to discounted products and services, including car insurance, hotels, attractions, movies, gym memberships, and more.

WHAT WILL YOU WORK ON?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

Who Are We 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

**this role is vacant** Internal job title: Sr. Analyst, Executive Support and Operations WE ARE PROUD TO BE RECOGNIZED AS Great Place to Work® Canada for 2025 and Montreal's Top Employers 2025 by Canada’s Top 100 Employers! 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