Executive Administrative Partner and Office Manager

3 weeks ago


Greater Montreal Metropolitan Area, Canada BrainFinance Full time

(en français après)


(Hybrid model - In-office presence on Wednesdays only)


BrainFinance is a leading financial technology company that provides responsible and constructive credit solutions to consumers. We are redefining access to credit through our revolutionary technology that utilizes machine learning and automation capabilities to offer better and simpler financial services to everyone.


A true innovation lab, our team consists of financial experts, data geeks, mathematicians, computer scientists, and software engineers, all working together to bring fair and transparent credit solutions to the masses.


Here's what we're looking for


We are seeking a seasoned Executive Assistant to join our team and make a meaningful impact. In this role, you will serve as the right hand to our Co-Founders, ensuring seamless operations and supporting both professional and personal tasks. You’ll collaborate closely with our teams, playing a pivotal role in optimizing daily operations and enhancing executive productivity.


We’re looking for someone who is exceptionally organized, detail-oriented, and able to manage a broad range of tasks efficiently. As a primary point of contact, you’ll need to demonstrate diplomacy, uphold confidentiality, and possess strong interpersonal skills.


Your daily responsibilities

  • Plan, organize, and manage meetings, events, and appointments for the executive team, proactively overseeing agenda and scheduling needs;
  • Draft, review, and format administrative documents, reports, and presentations for meetings;
  • Screen calls, manage emails, and ensure clear communication between the executive team and departments;
  • Track administrative projects, develop schedules, monitor deadlines, and prepare regular progress reports;
  • Coordinate business trips, company events, and handle all related logistics to ensure smooth execution;
  • Facilitate follow-ups on action items from meetings, ensuring accountability and timely progress reports;
  • Organize, archive, and maintain both administrative and confidential files;
  • Identify and implement process improvements to streamline workflows and boost efficiency;
  • Support the Co-Founders with personal tasks and errands as needed.


Your skills and experience

  • College diploma in secretarial studies or equivalent experience;
  • Minimum of 7 years as an executive assistant, with experience in supporting both professional and personal needs;
  • Ability to work independently, manage multiple priorities, and deliver high-quality work in a fast-paced environment;
  • Strong proficiency in Microsoft Word, Excel, and PowerPoint;
  • Excellent written and verbal communication skills in French;
  • Demonstrated ability to innovate, streamline processes, and enhance efficiency.


Perks and benefits

  • Group Insurance (Health and Dental)
  • Retirement Savings Plan (RSP)
  • Virtual healthcare
  • Employee Assistance Program (EAP)
  • Hybrid - Office / remote (the team is in the office on Wednesdays)
  • Additional Days off (Moving day, Birthday, 5 personal days)
  • Health and Wellness Program
  • Office perks: Event Coordinator responsible for social activities, 5-7, snacks provided, yoga and meditation room
  • Paid subscription to training tools
  • Benefits for public transportation (Bixi, Opus)
  • Modern open plan office with pin pong, and pool table
  • A friendly and relaxed working environment


-------------------------------------------------


(en français)


(Modèle hybride - Présence au bureau les mercredis seulement)


BrainFinance est une société de technologie financière de premier plan qui fournit des solutions de crédit responsables et constructives aux consommateurs. Nous redéfinissons l'accès au crédit grâce à notre technologie révolutionnaire qui utilise l'apprentissage automatique et les capacités d'automatisation pour offrir des services financiers meilleurs et plus simples à tous.


Véritable laboratoire de création, notre équipe se compose d'experts financiers, de geeks des données, de mathématiciens, d'informaticiens et d'ingénieurs en logiciels, qui travaillent tous ensemble pour apporter des solutions de crédit équitables et transparentes aux masses.


Voici ce qu'on cherche


Nous recherchons un(e) Adjoint(e) Exécutif(ve) pour rejoindre notre équipe et apporter une contribution significative. Dans ce rôle, vous serez le bras droit de nos cofondateurs, en assurant le bon déroulement des opérations et en soutenant à la fois les tâches professionnelles et personnelles. Vous collaborerez étroitement avec nos équipes, jouant un rôle clé dans l'optimisation des opérations quotidiennes et l’amélioration de la productivité des dirigeants.


Nous recherchons une personne exceptionnellement organisée, minutieuse, et capable de gérer efficacement un large éventail de tâches. En tant que principal point de contact, vous devrez faire preuve de diplomatie, garantir la confidentialité, et posséder d'excellentes compétences relationnelles.


Ton quotidien

  • Planifier, organiser et gérer les réunions, événements et rendez-vous de l'équipe dirigeante en anticipant les besoins d'agenda et de planification;
  • Rédiger, réviser et formater des documents administratifs, rapports et présentations pour les réunions;
  • Gérer les appels, les courriels, et assurer une communication fluide entre l'équipe dirigeante et les départements;
  • Suivre les projets administratifs, établir des calendriers, surveiller les échéances et préparer des rapports de progression réguliers;
  • Coordonner les voyages d'affaires, les événements d'entreprise, et gérer toute la logistique liée pour en garantir le bon déroulement;
  • Faciliter le suivi des actions décidées en réunion, en assurant la responsabilité et la livraison de rapports de progression;
  • Organiser, archiver et maintenir à jour les dossiers administratifs et confidentiels;
  • Identifier et mettre en place des améliorations de processus pour simplifier les flux de travail et augmenter l’efficacité;
  • Apporter un soutien aux cofondateurs dans la gestion de tâches personnelles et diverses commissions, selon les besoins.


Le bagage requis

  • Diplôme en études de secrétariat ou expérience équivalente;
  • Minimum de 7 ans d’expérience en tant qu’assistant(e) exécutif(ve), avec une expérience dans le soutien aux besoins professionnels et personnels;
  • Capacité à travailler de manière autonome, à gérer plusieurs priorités et à fournir un travail de haute qualité dans un environnement dynamique;
  • Maîtrise des outils Microsoft Word, Excel et PowerPoint;
  • Excellentes compétences en communication écrite et orale en français;
  • Capacité démontrée à innover, à rationaliser les processus et à améliorer l'efficacité.


Les avantages

  • Des assurance collective (Maladie et dentaire)
  • Contribution au régime d'épargne-retraite (REER)
  • Un accès à une plateforme de télémédecine, soins de santé virtuels
  • Programme d'aide aux employés (PAE)
  • Hybride - Bureau / télétravail (l’équipe est au bureau les mercredis)
  • Congés payés supplémentaires (Déménagement, anniversaire, 5 jours de congé personnel)
  • Programme de santé et de bien-être
  • Autres avantages: Une Coordonnatrice d'événements responsable des activités sociales, 5 à 7, collations fournies, salle de yoga et de méditation
  • Abonnement payant à des outils de formation
  • Avantages pour le transport en commun (Bixi, Opus)
  • Des bureaux à aire ouverte avec tables de ping pong et billard
  • Un environnement de travail convivial et décontracté


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