Executive Assistant

Job description

As a trusted partner to Management, your role is to provide high-level executive and operational support. In a fast-moving, dynamic environment, you ensure smooth coordination of priorities and the effective delivery of the team's and Management's objectives.

Responsibilities

• Coordinate, plan and proactively manage complex calendars for Directors, ensuring optimal use of their time.
• Understand the purchasing process (purchase requisitions) and provide assistance for tracking in the SAP system.
• Monitor billing and receipt processes and track administrative department expenses for the Directors.
• Manage end-to-end business travel arrangements (bookings, itineraries, logistics) and ensure preparation of Directors' expense reports.
• Ensure proper weekly workforce follow-up.
• Support the executive assistant in planning and coordinating major events.
• Account follow-up: create profiles for new hires and close accounts upon departures.
• Maintain good knowledge and application of company policies and procedures to provide reliable and consistent support to the team.
• Manage office supplies inventory.
• Draft internal and external correspondence in both French and English.
• Perform any other related tasks as required.

Requirements

• College diploma (DEC) in administrative techniques, office automation, or other relevant training.
• Minimum five (5) years of experience in a similar Executive/Administrative Assistant role.
• Bilingualism required (French and English).
• Advanced proficiency with Google Workspace or MS Office.
• Proven ability to manage calendars and logistics (complex travel, meetings) for Directors.
• Strong ability to prioritize tasks, handle urgency and stress, and manage multiple complex files concurrently.
• Organized, autonomous and rigorous, able to work proactively with impeccable attention to detail.

This role requires awareness of potential compliance risks and a commitment to act with integrity as the foundation for the company's success, reputation and sustainable growth.