Executive Assistant

Location: Montreal
Duration: 12 months
Work Mode: Hybrid (Day 1 onboarding onsite/in office presence 3x/week)

Responsibilities:

• Manage extensive and complex calendars, interacting frequently with senior internal stakeholders, clients, and C-suite executives.
• Coordinate logistics across locations, time zones, and stakeholder groups.
• Arrange meeting logistics, including conference calls, meeting rooms, catering, video conferencing, and AV support.
• Handle and resolve inquiries and issues to minimize impact on managers.
• Serve as a professional and trusted point of contact for incoming requests.
• Manage confidential data and information with the highest degree of discretion.
• Schedule and manage complex travel itineraries and event logistics.
• Collect, submit, and track expenses promptly and accurately.
• Work collaboratively with other assistants and team members across regions and divisions.
• Provide local support for the Montreal team on an ad hoc basis.

Requirements:

• Minimum 5 years of experience providing support at the executive or senior leadership level.
• Exceptional ownership and follow-through, with the ability to track and complete outstanding items.
• Excellent written and verbal communication skills.
• Ability to handle confidential information appropriately.
• Highly organized, with excellent time management, prioritization, and multitasking skills.
• Proactive, resourceful, and solutions-oriented with a strong sense of accountability.
• Strong knowledge of Microsoft business applications, including Outlook, PowerPoint, Excel, Word, and Teams.

Preferred Skills:

• Ability to anticipate needs and operate independently when the executive is traveling or unavailable.
• Confident, friendly, polished, and people-oriented, with the ability to build trust and credibility quickly.
• Flexibility, including a willingness to work overtime when needed.

This role is for an existing vacancy.