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Executive Assistant

1 month ago

Montroyal, Canada Posh Properties Full time

**Job description**

Posh Properties is a leading luxury vacation rental provider, renowned for delivering exceptional guest experiences. As we continue to expand globally, we are seeking a dedicated and experienced **Executive Assistant** to support our leadership team and contribute to our mission of operational excellence.

**Responsibilities**
- **Coordinate internal and external meetings**Manage scheduling, prepare agendas, and ensure seamless execution for leadership team meetings, strategic sessions, and other gatherings.
- **Manage complex calendar set-up and movement**Oversee and prioritize the calendars of the CEO and C-level executives, ensuring efficient time management.
- **Document Preparation**: Drafting, proofreading, and finalizing reports, presentations, and correspondence.
- **Prepare expense reports and purchase requisitions**Handle expense reimbursements and maintain accurate financial records for the CEO and executive team.
- **Coordinate domestic and international travel arrangements**Plan and book travel for the CEO, executives, and family members, including flights, accommodations, and detailed itineraries.
- **Organize space planning for the site, strategic offsite events, and all-hands meetings**Lead logistics for team events, offsites, and large-scale meetings while ensuring alignment with company goals.
- **Build cross-functional relationships between departments**Foster effective collaboration with internal teams and external stakeholders to drive alignment and achieve objectives.
- **Document Preparation**Create meeting materials, agendas, PowerPoint presentations, and other supporting documentation with mínimal direction.
- **Maintain confidentiality**Protect all sensitive information at all times, ensuring discretion and professionalism in handling personal and business matters.
- **Negotiate conflicting needs**Resolve scheduling conflicts, handle urgent matters, and follow through on deliverables with precision and efficiency.
- **Project Oversight**: Assisting in planning, tracking, and ensuring the timely completion of special projects.
- **Proofreading, Editing, and Formatting**: Review and edit sensitive documents for accuracy, grammar, and consistency, ensuring they meet company standards, maintain confidentiality, and align with branding guidelines.
- **Template Creation and Document Management**: Design templates in Adobe and other platforms, manage version control, and ensure timely delivery of polished reports, presentations, and official communications.
- **Workflow Management**: Ensuring the executive’s tasks align with broader organizational goals.
- **Policy Implementation**: Supporting the rollout of organizational policies and ensuring compliance.
- **All other duties, as required**Adapt to evolving responsibilities to support the CEO and leadership team effectively.

**Qualifications**
- **Experience**: Minimum of 5 years of experience supporting executive-level positions (G-level and CEO).
- **Education**: College diploma in administrative studies or a related field.
- **Languages**: Perfect written and verbal communication skills in both French and English; an additional language is considered an asset.
- **Interpersonal Skills**:

- Strong ability to build and maintain relationships with diverse stakeholders, including employees, board members, and external partners.
- Emotional maturity and a highly resourceful team player capable of working independently with mínimal supervision.
- **Problem-Solving and Decision-Making**: Demonstrated proactive approach to problem-solving with strong decision-making abilities.
- **Confidentiality and Adaptability**: Proven ability to handle sensitive information with discretion, adapt to competing priorities, and uphold exceptional client service standards.
- **Performance Under Pressure**: Ability to work effectively under pressure, manage multiple tasks, and meet tight deadlines with a calm and professional demeanor.
- **Technical Skills**: Proficiency in Google Suite, Microsoft Dynamics, and other office productivity tools.
- **Communication Skills**: Excellent written and verbal communication skills; ability to present information clearly and professionally.
- **Attitude and Reliability**: A positive attitude, strong reliability, and a commitment to excellence in supporting organizational goals.

**Benefits**

Bonus: 5% of your base salary

Three weeks of vacation allowance

Comprehensive private insurance coverage and healthcare plan, covering up to $160 monthly for private insurance costs

Stock options eligibility as part of our long-term incentive plan, allowing you to share in the company’s success

Posh Property Credit (blackout dates apply)

RRSP implementation planned by the end of 2024

Four sick days per year

Flexible schedule, with mandatory office hours from 10 a.m. to 3 p.m.

Summer Schedule

Pet-friendly workplace environment

Phone expenses reimbursement (up to $65 per month)

Laptop provided b