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Bilingual Executive Assistant

1 month ago

Montreal, Quebec, Canada Fuze HR Solutions Full time

We are seeking a highly motivated Bilingual Executive Assistant to join a dynamic team and collaborate closely with senior leadership. This position plays a critical role in supporting the day-to-day operations of the organization, working closely with the executive office to manage priorities, communications, and various administrative functions. The Executive Assistant will assist in the execution of key projects and interact with senior executives, board members, industry influencers, and other stakeholders.

Main Responsibilities:

  • Coordinate the executive's schedule, meetings, and document management.
  • Assist with daily task management, follow-ups, and shifting priorities while meeting deadlines.
  • Attend meetings, prepare documentation, take minutes, track action items, and ensure follow-ups.
  • Facilitate communication flow and track deadlines and targets to ensure timely completion.
  • Direct and process information and inquiries quickly and efficiently.
  • Draft and edit internal and external correspondence, presentations, and reports.
  • Foster relationships with both internal and external stakeholders, ensuring smooth coordination.
  • Build and leverage interdepartmental relationships.
  • Organize detailed business travel plans, itineraries, and agendas, including travel, accommodation, and transportation.
  • Track and complete travel and expense claims proactively.
  • Oversee technology requirements for the executive office.
  • Manage administrative projects as needed.
  • Maintain filing systems, record-keeping, and contract management.
  • Process invoices and track budgets.
  • Investigate and resolve administrative issues.

Qualifications and Experience:

  • 3+ years of previous work experience in a senior office or executive-level role.
  • Proven experience working within a complex organizational structure.
  • Highly organized with excellent attention to detail.
  • Ability to thrive in a fast-paced environment and work effectively under pressure.
  • Strong ability to handle multiple priorities and meet stringent deadlines.
  • Excellent communication skills, both written and verbal.
  • Team-oriented with the ability to collaborate effectively across departments.
  • Proactive and solution-oriented attitude.
  • Curiosity and commitment to continuous learning and personal development.
  • Ability to manage complex and sensitive issues with tact and diplomacy.
  • Discretion in handling confidential information.
  • Tech-savvy with advanced knowledge of Microsoft Word, Excel, PowerPoint, Google Business Applications, and other software; familiarity with SAP is a plus.
  • University degree or equivalent experience.
  • Relevant experience will be considered in lieu of a degree.
  • Bilingualism (English and French) is required.
  • Flexible hours and willingness to travel frequently as needed (primarily to Montreal and Toronto).

If you qualify, apple today