Executive Assistant

Position Overview

Seeking a highly organized and proactive executive assistant to provide administrative support to one to three executives helping streamline operations and improve overall efficiency. Key responsibilities include:

• Calendar & Communication Management: Manage the executive's schedule, ensuring efficient time management and prioritization of meetings. Serve as the primary point of contact for internal and external communications.
• Expense Reporting: Preparing expense reports and ensure accuracy of client-related expenses.
• Document Preparation & Review: Create client presentations and proposals. Prepare all production work associated with executing assignments from start to finish.
• Meeting Coordination: Arrange and coordinate virtual meetings, global calls, and travel arrangements. Prepare agendas, take minutes, and follow up on action items.
• Travel Arrangements: Plan and coordinate all travel arrangements, including booking flights, accommodations, and ground transportation. Prepare detailed itineraries.
• Project Management: Oversee and manage special projects and initiatives. Track progress, prepare status reports, and ensure timely completion of tasks.
• Stakeholder Relationship Management: Build and maintain relationships with key stakeholders, including senior executives, board members, and external partners.
• Operational Efficiency: Identify opportunities to improve operational processes and procedures. Assist in the management of day-to-day operations to enhance overall efficiency.
• Confidential Handling: Manage sensitive and confidential information with discretion and professionalism.
• Reception Management: Provide front desk reception coverage one day per week.

Desired Qualifications

• Three or more years of executive administrative assistant experience in a professional services environment, preferably supporting senior executives.
• Fluency in Quebec French is required.
• Ability to work in the office regularly, typically Tuesday–Thursday.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft applications (Word, Outlook, PowerPoint, Excel).
• Bachelors degree preferred but required.