Admin assistant Jobs in Westmount, QC

COMPANY DESCRIPTION :

Our client is an innovative company specializing in the design, manufacturing, and installation of custom-built solutions. Recognized for the quality of its work and creative approach, the company offers a dynamic environment where ideas, collaboration, and personal growth are highly valued.

JOB DESCRIPTION :

Are you proactive, highly organized, and known for your ability to anticipate needs? We are looking for an Executive Assistant who will act as a true right hand to the leadership team. In a dynamic and growing environment, you will play a key role in organizing priorities, coordinating executive activities, and ensuring the smooth day-to-day operation of the office.

More than a traditional administrative support role, this position is ideal for a confident, resourceful, and action-oriented individual who takes initiative, manages multiple priorities simultaneously, and works effectively with senior executives.

TASKS AND RESPONSIBILITIES :

• Provide daily administrative and organizational support to members of the leadership team;
  
• Manage complex calendars, coordinate appointments and meetings, and organize daily priorities;
  
• Follow up with various stakeholders and ensure deadlines and action items are completed;
  
• Prepare presentations, documents, communications, and other materials required for executive meetings;
  
• Coordinate executive meetings as well as meetings and visits with key clients;
  
• Organize business travel within Canada and internationally, including flights, hotels, transportation, and detailed itineraries;
  
• Prepare, review, and follow up on executive expense reports;
  
• Act as a key point of contact and ensure effective communication with various offices, partners, clients, and internal and external stakeholders;
  
• Welcome clients, suppliers, partners, and visitors and ensure they receive a professional and high-quality experience;
  
• Assist with the coordination of office activities, internal events, meals, and executive meetings;
  
• Manage and coordinate administrative documents, signatures, confidential files, and filing systems;
  
• Participate in special projects and contribute to improving administrative processes and organizational efficiency.
  

Profil

QUALIFICATIONS :

• Minimum of 3 to 5 years of experience as an Executive Assistant, Administrative Assistant, or in a similar role supporting managers or senior executives;
  
• Experience working in a dynamic, fast-paced organization; experience within a large manufacturing company is considered a strong asset;
  
• Excellent bilingual communication skills in both French and English, written and spoken, to regularly interact with English-speaking colleagues and business partners;
  
• Excellent proficiency with Microsoft Office, including Outlook, Word, Excel, and PowerPoint, as well as Microsoft Teams;
  
• Excellent organizational, planning, and priority-management skills;
  
• Ability to anticipate needs, take initiative, and work with a high degree of autonomy;
  
• Strong ability to manage multiple responsibilities simultaneously in an environment where priorities can change quickly;
  
• Professionalism, confidence, and excellent interpersonal skills when interacting with individuals at all levels of the organization;
  
• Sound judgment, resourcefulness, and excellent problem-solving skills;
  
• Strong attention to detail, thoroughness, and ability to follow up effectively;
  
• High level of discretion, integrity, and confidentiality when handling sensitive information.
  

Informations contractuelles

WORK CONDITIONS :

• Permanent, full-time position;
  
• Group insurance benefits starting on the first day of employment;
  
• RRSP program with a 3% employer contribution;
  
• Dynamic work environment within a rapidly growing company;
  
• Opportunity to work directly with the leadership team and take on a role that has a meaningful impact on the organization and the efficiency of its operations;
  
• Opportunity to join a company recognized for its expertise, the quality of its work, and its creative approach.
  

Note : The masculine is used to lighten the text without prejudice to the feminine form.

ANY QUESTIONS ABOUT THIS ROLE?

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