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