Executive Assistant

Objective:

Reporting directly to the CEO, the Executive Assistant - will be responsible for handling a wide range of administrative and executive support-related tasks that vary in complexity and sensitivity. The Executive Assistant will be a highly resourceful team player for the executive team; who will be comfortable working in a fast-paced environment, sometimes under pressure, while remaining flexible, proactive, and efficient. The position requires the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative and organizational skills, and the ability to maintain a realistic balance among multiple priorities.

Responsible for:

• Manage complex calendars, meetings, and travel arrangements for the CEO and senior executives.


• Administrative support tasks to include all aspects of travel, logistics including scheduling and organizing conference calls, on-site/off-site meetings and events, and providing a professional customer service presence


• Serve as the liaison between the executive office and board members; prepare board materials, distribute information, and schedule meetings


• Screen and prioritize communications, correspondence, and requests.


• Draft and edit correspondence, speeches, presentations, and announcements


• Manage all expense reporting for members of the executive team


• Act as a gatekeeper and manage all communication between executive staff and the public; to include customers, the board of directors and staff members


• Take minutes of all necessary meetings and accurately enter data


• Support strategic projects and special initiatives by coordinating timelines, resources, and deliverables.


• Track and follow up on key business priorities and deadlines.


• Maintain confidential records, files, and corporate documentation.

Required Qualifications:

• 7-10 + years’ experience as an executive assistant supporting C-Suite executives


• Bilingual in French and English (spoken and written). - Due to the nature of the position and regular interactions with customers, business partners, and/or colleagues outside of Quebec, fluency in both French and English (spoken and written) is required to ensure effective communication and high-quality service.


• Advanced skills in Microsoft office suite, and the ability to learn new software


• Familiarity with online calendars and cloud systems


• Proven ability to manage multiple tasks, maintain attention to detail and execute tasks efficiently with minimal supervision


• Excellent verbal and written communication skills, with the ability to effectively convey information


• Experience exercising discretion and confidentiality with sensitive company information


• Ability to exercise judgment to solve complex problems regarding prioritizing and scheduling projects and meetings


• Experience with “Board Vantage”


• Experience with “Concur”


• Excellent organizational skills with an ability to think proactively and prioritize work in a fast-paced environment


• Experience scheduling / coordinating global travel

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