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Administrative AssistanteTeam • Montreal, QC
Administrative Assistant

Administrative Assistant

eTeam • Montreal, QC
30+ days ago
Job type
  • Permanent
Job description

Job Title: Executive Assistant
Job Duration: month
Location: Montreal, QC (Hybrid)
Pay Range: $/hr on T without any benefits

Note: Mandatory presence of days in office including Monday or Friday.

Job Description:
The position at a glance
Based in Montreal, the Executive Assistant is a key staff member within the CIB Americas CCCO and ITO CCCO departments. He/She will support several of CCCO/ITO CCCO management team members, including but not limited to the CIB Americas CCCO and CIB Americas ITO CCCO. The Executive Assistant will directly report to the CIB Americas CCCO. He/She will work in collaboration with other Executive Assistants within the COO Americas remit.

In detail
The team memberis responsible of the following activities:
  • Provide high-level administrative support for the CCCO and ITO CCCO; and serve as the gatekeeper for internal and external stakeholders;
  • Provide administrative support for Managing Directors reporting into the two senior executives;
  • Partner with the Chief of Staff/Chief Operating Officer for both senior executives;
  • Perform calendar management – complex agenda and setting of meetings across all time zones;
  • Arrange domestic and international travel, including expense claims and expedited travel services;
  • Coordinate webcasts, video and teleconferences as needed;
  • Prepare and coordinate CIB AMER CCCO permanent and contractor headcount asks / job postings (including billing for contractors [not for ITO CCCO]
  • Plan and coordinate all logistics for internal/external events such as Town Halls, team building events, staff events on-site and off-site and all other ad-hoc event requirements;
  • Manage agenda and support logistics for VIP visitors;
  • Modify and distribute reports, invoices and contracts; [not for ITO CCCO]
  • Ensure approvals and signatures are secured in a timely manner;
  • Assist with internal communications and coordinate with MarComms when required;
  • Complete any reasonable projects or tasks, as requested by either senior executive.
Staff supervision/ Organizational Structure: This role will report to the CIB AMER and IHC CCCO.

Work conditions: This position provides for standard working conditions in an office and a normal work schedule from Monday to Friday. This position requires little travel.

The strengths and skills that will help you succeed
  • to years of prior experience in an Executive Assistant Role
  • Excellent written and oral communication skills
  • Excellent calendar management skills, including the coordination of complex executive meetings
  • Organization skills and relationship skills
  • Time management and prioritization skills
  • Proficient with MS office and digital tools
  • Excellent management of confidential information
  • Positive attitude and being an excellent team player
  • Ability to interact with senior leaders of the organization

Education:
  • Undergraduate degree in related business field of study.

Years of experience:
  • A minimum of years of relevant Executive Assistant experience, years of Executive Assistant experience is a plus.
Languages:
  • English, required
  • French and/or Spanish, preferred
Technical skills:
  • Demonstrated ability to quickly learn and become proficient with a wide range of software applications, including both proprietary systems and the Microsoft Office suite (Word, Excel, PowerPoint, Outlook).

Soft skills:
  • Executive level communication
  • Ability to coordinate with multiple stakeholders

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Administrative Assistant • Montreal, QC

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