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Executive Assistant

3 months ago

Montreal, Quebec, Canada Float4 Full time

Advantages:

  • Hybrid remote, possibility of working from home 2 days/week
  • Flexible hours
  • Great team atmosphere
  • Attractive benefits package

General Responsibilities:

Executive Assistant

  • Daily management of CEO's agenda and related logistics (plan, organize, coordinate and handle meeting setup and logistics, travels logistics, etc.)
  • Attend specific meetings, per CEO request, draft minutes and ensure followup
  • Coordinate and manage CEO's mailbox and respond to requests for information by providing answers to certain questions within his/her competency
  • Filter, prioritize and direct all requests and correspondence addressed to the CEO and ensure the necessary followups
  • Carry out the necessary tasks and followups according to the planning and the agenda of the CEO
  • Ensure followup on communications with the various internal and external collaborators of the CEO (e.g. customers, suppliers, etc.)
  • Prepare oral or written presentations (e.g. writing, correcting and translating various documents in both French and English)
  • Prepare the CEO's expense accounts
  • Perform any other related tasks deemed relevant by the CEO
  • Provide administrative support to General Manager

Employee Experience and Studio Coordination

  • Coordinate Studio human experience (ensure a smooth and upbeat studio experience for employees, freelancers and clients coordinate internal social events and promote studio culture)
  • Support Office Operations Manager for new team members onboarding
  • Coordinate workspace improvements and maintenance (furniture, office supplies, etc.)
  • Coordinate daily studio tools
  • Receive and filter general studio phone calls
  • Coordinate and welcome visitors to the studio

Office Administration
Support Office Operations Manager for any office management logistics.

Qualifications and Skills Required:

  • Minimum 3 years of administrative experience in a similar role, supporting Executives in a professional and fastpaced environment
  • Ability to deal with highly confidential information; diplomacy and discretion are of high importance
  • Strong attention to detail
  • Demonstrated ability to multitask, great timemanagement skills
  • Proactive, ability to work with mínimal supervision and direction
  • Good knowledge of office management systems and procedures
  • Perfectly bilingual in English and French, excellent verbal and written communication skills
  • Advanced knowledge of

Google Suite:
Gmail, Google Calendar, Google Drive, Docs, Sheets and Slides

  • Knowledge of PDF creation, annotation and editing
  • Comfortable dealing with multiple time zones
  • Experience with Dext expense accounts, an asset
  • Float4 considers diversity as a critical asset and invites women, Aboriginals, visible minorities, ethnic minorities and people with disabilities to apply._
  • Note: In this document, the masculine gender is used for the sole purpose of lightening the text._