Job Title: Executive Assistant/Personal Assistant

Reports to: President

Work location: Hybrid in Office

Overview:

The Executive Assistant will provide comprehensive administrative support to the President. This role is pivotal in efficiently managing the President’s calendar, fostering seamless communication, and contributing to the smooth operation of day-to-day responsibilities. The Executive Assistant will work in a hybrid arrangement, responsible for managing some personal tasks as well, job is located in the West End of Montreal. The ideal candidate should possess meticulous attention to detail, exceptional organizational skills, and the ability to maintain strict confidentiality.

Roles and Responsibilities:

    • manage the President’s calendar, scheduling appointments, meetings, and conference calls with a focus on prioritizing time-sensitive matters.
    • With internal and external stakeholders to secure availability and organize both virtual and in-person meetings.
    • As a central point of contact for internal and external communication, promptly relaying messages, responding to inquiries, and ensuring a seamless flow of information to and from the President.
    • Personnel related to the President’s home, including sub-trade personnel, house manager, entourage concierge, etc., and relay important information as needed.
    • In monitoring and managing regulatory deadlines, ensuring the timely submission of documents, reports, and filings to relevant regulatory bodies.
    • Sensitive and confidential information with the utmost discretion, maintaining strict adherence to data privacy and security protocols.
    • Maintain organized and secure filing systems for important documents and correspondence.
    • Executive-level meetings, including handling logistics, preparing agendas, and distributing materials.
    • Collaborate on third-party domestic and international travel for the President, including flights, accommodations, transportation, and itineraries.
    • Track expense reports, ensuring accuracy and compliance with company policies and regulatory requirements.
    • Special projects and initiatives, conducting research, gathering data, and providing administrative support as needed.
    • Positive relationships with key stakeholders, both internal and external, representing the President in a professional and courteous manner.
    • the President in managing competing priorities, ensuring that critical tasks and projects are addressed promptly and efficiently.
    • incoming phone/messages and direct calls appropriately.
    • Pick-up of deliveries and mail from the President’s residence in the West End of Montreal.
    • Run personal errands.
    • Ad hoc administrative support as required.
    • Duties as assigned.

·Qualifications and Education:

    • French and English.
    • Degree or diploma in Business Administration, Management, Communications, or a related field.
    • Ability sing technology and able to troubleshoot minor issues.
    • Experience with Microsoft Suite.
    • Experience as an executive assistant or in a similar administrative role, preferably supporting C-level executives.
    • Certification in office administration, legal assistance, or related areas is considered an asset.
  • Orrganizational and time-management skills, with the ability to multitask and prioritize effectively in a fast-paced environment.
    • Verbal and written communication skills.
    • Attention to detail and a high degree of accuracy in work output.
    • Ability to handle sensitive and confidential information with the utmost discretion and integrity.

Flexibility and adaptability to changing priorities and demands, with a positive and proactive attitude

#ONDT

Contract Info / Information sur le contrat
  • Job ID / No. du Poste: 34943
  • Open Positions / Postes Ouverts: 1
Job Overview

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