Executive Assistant

The Executive Assistant will provide daily high-level support to the Vice Presidents of Legal, Corporate Affairs, HR, Finance, and Digital Tech. You will act as a central pillar for the function, ensuring efficient operations through professionalism, a positive attitude, and seamless cross-functional interaction. This role also involves coordinating fleet management activities in collaboration with the multiple internal Teams

Advantages
Compensation: Competitive salary with performance-based bonus incentives.

Health & Wellness: 100% employer-paid flexible medical/dental benefits, 24/7 virtual healthcare, and an on-site fitness and medical center.

Financial Security: DCPP Pension contribution and comprehensive life/disability insurance.

Work-Life Balance: Generous vacation package plus 13 statutory holidays; top-up to 100% salary for parental leave (up to 18 weeks).

Perks: Company-paid iPhone, on-site free parking, and an on-site daycare (CPE).

Development: Robust global training programs and clear paths for career acceleration.

Responsibilities
Administrative Support

Calendar Management: Proactively manage complex schedules for multiple VPs, resolving conflicts and prioritizing urgent meetings.

Communication: Filter emails, manage correspondence, and act as a professional liaison for internal and external stakeholders.

Financial Admin: Process and code expenses (travel, credit cards), manage budgets, and track departmental spending.

Operations: Handle NDAs, manage project documentation, and oversee the allocation of corporate event tickets (e.g., Bell Centre loges).

Team Support: Provide backup support for other Executive Assistants and manage general tasks like filing, printing, and courier arrangements.

Vendor & Invoice Management

Budgeting: Align with VPs on anticipated spend, prepare budget templates, and send monthly accrual reports to Finance.

Procurement: Create and manage Purchase Orders (POs), process invoices, and resolve system issues regarding blocked payments.

Relationship Management: Serve as the primary point of contact for external vendors and track retainer agreements.

Business Continuity Management (BCM)

Coordination: Maintain the BCM Gantt chart and ensure the annual agenda (Business Impact Analysis, testing, and reviews) stays on track.

Facilitation: Coordinate BIA sessions, follow up on action items with Subject Matter Experts, and update global platforms (Para Solutions/Power BI).

Reporting: Maintain SharePoint archives for all contingency plans, post-incident reports, and testing results.

Qualifications
Experience: Minimum of 5 years as an Administrative Coordinator or Executive Assistant in a dynamic corporate environment.

Education: Higher Secondary Education; a Certificate or Diploma in Secretarial Studies or Business Management is preferred.

Technical Skills: Advanced proficiency in MS Office (PowerPoint and Excel) and experience with procurement/expense systems.

Competencies: Strong ability to simplify complex processes, excellent communication skills for global stakeholders, and a high level of organizational agility.

Bilingualism (French and English) is required due to regular communication with internal and external stakeholders across Canada and internationally.

Our Client operates across Canada, and globally. This company takes all reasonable means to limit the number of positions in Quebec that require knowledge of a language other than French, and only requires this where it is necessary and its existing bilingual employees are unable to fulfil these job duties.

Based on an assessment conducted by our client, it has been determined that this position requires candidates to be fluent in English (oral and written). In particular, this position will require the employee to:
- collaborate and provide support to other colleagues and business functions located outside of Quebec who do not speak French
- attend essential training, meetings or conferences held outside Quebec, which are presented in English
participate in company-wide Canadian/Global town hall meetings and management information sessions, which are presented in English

Summary
If you're organized, detail-oriented, and passionate about navigating complex tax environments, this is a great opportunity to join a fast-paced, evolving organization. Apply today and make your mark in a collaborative and forward-thinking team.

Do not hesitate to send me your resume at : vithusha.ravi@randstadsourceright.ca

Randstad is Canada's largest employment agency, and each consultant is a specialist in his or her field. Not only will they be able to help you in your job search, they'll also be able to advise you on how to find a job that matches your skills.
As occupational health and safety is one of our top priorities, you'll also have access to our completely free online training.

Randstad Canada is committed to fostering a workforce reflective of all peoples of Canada. As a result, we are committed to developing and implementing strategies to increase the equity, diversity and inclusion within the workplace by examining our internal policies, practices, and systems throughout the entire lifecycle of our workforce, including its recruitment, retention and advancement for all employees. In addition to our deep commitment to respecting human rights, we are dedicated to positive actions to affect change to ensure everyone has full participation in the workforce free from any barriers, systemic or otherwise, especially equity-seeking groups who are usually underrepresented in Canada's workforce, including those who identify as women or non-binary/gender non-conforming; Indigenous or Aboriginal Peoples; persons with disabilities (visible or invisible) and; members of visible minorities, racialized groups and the LGBTQ2+ community.

Randstad Canada is committed to creating and maintaining an inclusive and accessible workplace for all its candidates and employees by supporting their accessibility and accommodation needs throughout the employment lifecycle. We ask that all job applications please identify any accommodation requirements by sending an email to accessibility@randstad.ca to ensure their ability to fully participate in the interview process.