Executive Assistant

Job Description

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?

Contact the assigned recruiter (see at the top right of the page)

514.842.7846

Check the contact information of our team here.

Requirements
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.