Executive Assistant

Job description

Context / Role environment:

As a trusted partner to Management, your role is to provide high-level executive and operational support. In a dynamic and fast-evolving 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.
• Be familiar with the purchasing process (purchase authorizations) and provide support for tracking in the SAP system.
• Monitor invoicing and receipts, and track expenses for the directors' administrative department.
• Manage end-to-end business travel arrangements (bookings, itineraries, logistics) and ensure preparation of directors' expense reports.
• Ensure weekly workforce tracking.
• Support the executive assistant in planning and coordinating major events.
• Account administration: create profiles for new hires and close accounts at departures.
• Maintain solid 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 duties as required.

Profile / Requirements

• College diploma (DEC) in administrative techniques, office automation or other relevant training.
• Minimum five (5) years' experience in a similar Executive Assistant role.
• Bilingualism required (French and English).
• Advanced proficiency with Google Workspace or MS Office.
• Proven ability to manage directors' calendars and logistics (complex travel, meetings).
• Strong ability to prioritize tasks, handle urgent situations and stress, and manage multiple complex files simultaneously.
• Organized, autonomous and detail-oriented, able to work proactively.
• Excellent professional judgment, high sense of confidentiality and diplomacy.
• High energy, team spirit and strong interpersonal skills to liaise effectively with internal and external stakeholders.
• Resourceful and solution-oriented approach to resolve issues quickly.
• Good knowledge and experience working with SAP (an asset).

What we offer

• Comprehensive premium benefits package (group insurance, retirement plans).
• Employee share purchase plan exclusive to employees.
• Flexible work arrangement (Optional - Hybrid / On-site: to be specified according to site policy).
• Opportunities for professional development and continuous training within a global leader.