Executive Assistant

4 weeks ago


Montréal, 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 set-up and logistics, travels logistics, etc.)
- Attend specific meetings, per CEO request, draft minutes and ensure follow-up
- 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 follow-ups
- Carry out the necessary tasks and follow-ups according to the planning and the agenda of the CEO
- Ensure follow-up 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 fast-paced environment
- Ability to deal with highly confidential information; diplomacy and discretion are of high importance
- Strong attention to detail
- Demonstrated ability to multitask, great time-management 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._


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