About HighNote
HighNote helps people perform at their best when it matters most.
Combining the intelligence of the performing arts, the discipline of coaching, and AI-powered insight, HighNote develops communication, presence, influence, and human capability across organizations, universities, and professional communities. Our team includes executive educators, performing artists, coaches, and AI innovators who share a belief that the most important capabilities in the age of AI remain deeply human. As we continue to grow, we are seeking an Executive Assistant & Operations Lead to support our founder, clients, coaches, and operations while helping to build the systems and infrastructure required for our next stage of growth.
The Opportunity
This is a highly visible and impactful role for an experienced professional who enjoys bringing structure to complexity and helping innovative organizations operate at their best. Working closely with founder Lucia Cesaroni, you will play a central role in managing executive priorities, coordinating programs and client engagements, supporting business development activities, and strengthening the operational foundations of a growing company.
The ideal candidate has previously supported senior leaders, managed operational processes, or coordinated complex programs and is capable of working independently with minimal supervision. This role requires someone who is proactive, resourceful, highly organized, and comfortable managing multiple priorities simultaneously while maintaining a high standard of responsiveness, professionalism, and client service.
Key Responsibilities
- Manage calendars, scheduling, travel arrangements, meetings, and priorities for the founder.
- Coordinate internal and external communications and ensure timely follow-up on key actions, commitments, and client requests.
- Support relationship management with clients, partners, coaches, and stakeholders.
- Develop and maintain organized systems for files, contracts, program materials, records, and shared resources.
- Prepare invoices, track payments, support financial administration, and ensure operational processes are running smoothly.
- Manage CRM and contact databases and identify opportunities to improve efficiency and workflow across the business.
- Help establish and maintain the operational infrastructure required to support growth.
- Coordinate workshops, coaching engagements, leadership programs, and special events from planning through execution.
- Manage participant communications, scheduling, materials, logistics, and program administration.
- Help ensure an exceptional client and participant experience across all HighNote engagements.
- Support the development of client proposals, presentations, and business development materials.
- Draft, edit, format, and coordinate PowerPoint presentations and pitch decks, working closely with HighNote leadership and external design partners.
- Maintain proposal templates, presentation assets, and client-facing documents to ensure a consistently professional standard across all communications.
- Help translate ideas, workshop concepts, and program designs into clear, compelling materials for prospective clients and partners.
- Support communication and coordination with HighNote's Artist Master Coaches, collaborators, and strategic partners.
- Assist with onboarding, scheduling, and administrative support for programs and projects.
- Contribute to building a professional, welcoming, and high-performing ecosystem.
Qualifications
The ideal candidate will bring a combination of operational excellence, professional maturity, and strong communication skills.
We are particularly interested in candidates who have experience in executive support, operations management, professional services, consulting, higher education, arts administration, event management, or similarly demanding environments.
Candidates should demonstrate:
- Exceptional organizational and project management skills
- Strong written and verbal communication abilities
- High levels of professionalism, discretion, and judgment
- Experience managing multiple priorities and stakeholders
- Advanced proficiency in Microsoft PowerPoint and Microsoft Office
- Confidence preparing executive-level presentations, proposals, and client-facing materials
- Comfort working independently in an entrepreneurial environment
- An appreciation for the performing arts, education, coaching, or creative industries is highly desirable.
- Microsoft Office Proficiency
- Experience in building AI agents for work flows
Location
Greater Toronto Area (Hybrid)
Some in-person meetings, workshops, and events will be required.
Employment Structure
The role is expected to be close to full-time, although flexible arrangements may be considered for an exceptional candidate.
Why Join HighNote?
This is an opportunity to help build something distinctive. You will work alongside accomplished performers, educators, coaches, and innovators who are reimagining how communication, leadership, and human capability are developed in a rapidly changing world.
If you are energized by meaningful work, entrepreneurial environments, creative excellence, and helping great ideas become reality, we would love to hear from you.
To apply, please submit to [email protected]:
- A current CV
- A brief statement outlining your interest in the role and what you would bring to HighNote
Pay: $34.00-$45.00 per hour
Experience:
- Executive Assistant: 10 years (required)
Location:
Work Location: Remote
