Executive Assistant

Sagard Overview

Sagard is a multi-strategy alternative asset management firm active in venture capital, private equity, private credit and real estate. Sagard also engages in private wealth management through Sagard Wealth.

Founded in 2016 and guided by the core values of entrepreneurship, innovation, collaboration, rigour and authenticity, Sagard has experienced outstanding growth. Today, the firm has more than US$45 billion under management, 190 portfolio companies and 540 professionals.

Sagard is well positioned to continue to grow substantially, organically and inorganically, pursuing its vision of becoming one of the best-performing investment management firms. Headquartered in Canada, Sagard currently has offices in Canada, the United States, Europe and the Middle East.

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Portage Overview

Portage, the venture capital arm of multi-asset class alternative investment platform Sagard Holdings, is an early-stage investor dedicated to backing the next generation of innovative, global financial services companies working to benefit all consumers. With its longer-term commitments combined with its industry intelligence and operational expertise, Portage is the ideal partner for the bold and ambitious.

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Position Overview

The Executive Assistant to the Co-Head & General Partner is based out of Toronto and provides comprehensive administrative and operational support in a fast-paced, high-stakes investment environment. This role requires sound judgment, strong organizational skills, and the ability to manage competing priorities across time zones with minimal direction. The successful candidate will play a meaningful role in the day-to-day effectiveness of the GP and, over time, contribute to the team's broader operational infrastructure through automation and workflow improvement.

Compensation: CAD$80,000 to CAD$115,000

Responsibilities:

Calendar & Meeting Management

• Manage the GP's calendar end-to-end, including multiple changing priorities

• Prepare meeting briefs for all external meetings, including attendee research, company backgrounds, CRM interaction history, and LinkedIn profiles

• Coordinate in-person meeting logistics, including room bookings across Toronto and NYC offices and preferred venue guidance by city

• Flag scheduling conflicts proactively

• Work closely with the Co-Head's Chief of Staff to align on priorities, communications, and operational needs

Travel Coordination

• Book all flights through the firm's travel agent, providing the GP with options that include scheduling conflicts and relevant notes

• Manage hotel bookings, ground transport, check-in logistics, and boarding pass delivery

• Add travel blocks, airport buffer time, and location holds to the calendar

• Coordinate city-specific in-person meeting priorities in advance of each trip

• Ensure all Electronic Travel Authorization (eTA) and visa requirements are addressed before departure

Fundraising & Pipeline Support

• Prepare a weekly summary of upcoming fundraising meetings with prepared notes

• Tag and track fundraising interactions in DealCloud; maintain Affinity pipeline lists during weekly check-ins

• Support IC meeting management, including quorum tracking, agenda updates, and coordination with the broader investment team

• Draft and send NDAs in coordination with legal

• Add new pipeline companies to Affinity and upload materials to the appropriate Google Drive folders

Automation & Operational Tooling

• Build and maintain automated workflows (n8n, Google Apps Script) across Gmail, Google Calendar, Affinity, DealCloud, and Google Sheets

• Develop AI-assisted workflows for recurring tasks including meeting prep briefs, calendar classification, onboarding emails, and expense processing

• Create and maintain operational reference materials including restaurant guides, RSVP tracking sheets, and process documentation

Team & Event Support

• Coordinate onboarding logistics for new hires, including scheduling introductory meetings with the venture team

• Support planning and execution for firm events, including the annual Confluence networking event and the biennial CEO Summit

• Manage portfolio CEO onboarding emails and maintain related tracking sheets

• Process expenses in Concur as a delegate, assigning accurate deal codes, cost centres, and business purpose comments for each line item

• Provide coverage for team EAs during holidays, leaves of absence, and other absences to ensure continuity of support

Qualifications:

• Minimum 3 years of executive assistant or senior administrative experience supporting a C-suite or partner-level principal

• Prior experience in a financial services, venture capital, private equity, or startup environment strongly preferred

• Demonstrated experience managing complex, multi-timezone calendars and international travel logistics

• Experience with CRM platforms (Affinity, DealCloud, Salesforce, or equivalent) is an asset

• Experience building or maintaining workflow automations (n8n, Zapier, Make, Google Apps Script, or similar) is a significant asset

• Exceptional organizational skills and the ability to manage competing priorities without losing detail

• Strong written and verbal communication; able to draft clear, professional correspondence from minimal context

• Advanced proficiency with Google Workspace (Calendar, Gmail, Drive, Sheets, Docs)

• Comfort with AI tools (Claude, ChatGPT, or equivalent) applied to real operational workflows

• Sound discretion with confidential information, including financial data, legal documents, and personal details

• A proactive, ownership-oriented approach; takes reasonable initiative and adjusts based on feedback

• Collaborative team player who supports colleagues and contributes to a positive, high-performance culture

• Ability to handle a high-velocity culture with multiple workstreams ongoing at once

• High flexibility and tolerance for ambiguity

Sagard is an equal opportunity employer, which values diversity in the workplace. We are therefore happy to accommodate any individual.

If you require accommodation in order to participate in the hiring process, please contact the People & Culture team to make your needs known in advance.

Sagard may use automated tools, including artificial intelligence, to support certain stages of the recruitment and selection process.