Executive Assistant to CEO

5 months ago

Montréal, Canada Agence Ometz Full time

**SOMMAIRE DU POSTE**
L’adjointe/adjoint à la direction fournit un soutien administratif de niveau exécutif à la Chef de direction et supervise le personnel de soutien administratif.

**RESPONSABILITÉS**
- Fournir un soutien administratif et clérical direct à la Chef de direction et à l’équipe de direction, selon les besoins.
- Gérer, maintenir, programmer et coordonner le calendrier de la Chef de direction (y compris les réunions, les rendez-vous, les comités de travail) ainsi que le calendrier des réunions du conseil d'administration, des dirigeants et des comités.
- Assister et prendre des procès-verbaux lors de diverses réunions, y compris celles du conseil d'administration et des comités.
- Coordonner les rapports et les flux de travail pour le secrétariat corporatif.
- Trier et distribuer la correspondance de la direction et du secrétariat corporatif, y compris les courriels, les télécopies et le courrier postal
- Lire, analyser et produire des lettres, des ordres du jour et des mémos en temps voulu et de manière efficace.
- Tenir la Chef de direction et l'équipe de direction au courant des principales évolutions opérationnelles et prendre les mesures appropriées pour assurer un suivi adéquat des dossiers et des questions en suspens.
- Traiter et suivre certaines informations financières, y compris les budgets attribués, les demandes de paiement, les notes de frais, les dons, etc.
- Préparer et développer un système de gestion des dossiers ; maintenir et recommander des modifications au système, le cas échéant, lorsqu'il est approprié
- Assurer la supervision directe du personnel de soutien administratif.

**EXIGENCES**
- Diplôme collégiale dans un domaine pertinent, diplôme universitaire de premier cycle, un atout
- 7 ans d'expérience pertinente, minimum de 5 ans dans un rôle de soutien administratif de haut niveau
- Professionnel motivé et orienté vers le service, capable de travailler avec un minimum de supervision ou de directives et instructions générales
- Connaissance avancée de la suite Microsoft Office, connaissance et expérience pratique supérieures d'Excel
- Compétences exceptionnelles en matière d'organisation avec une attention irréprochable à la qualité et détails
- Excellentes compétences interpersonnelles et capacité d'établir, d'interagir et d'entretenir des relations avec les collègues, la direction et les dirigeants laïcs
- Haut niveau de discrétion, de diplomatie, d'intégrité et de sensibilité à la confidentialité
- Parfaitement bilingue et capable de rédiger et de réviser la correspondance, de fournir, d'interpréter et de présenter des renseignements détaillés et de faire face à des situations complexes en anglais et en français. Nous exigeons une communication en anglais car beaucoup de nos clients, dirigeants laïcs et membres de la communauté sont anglophones.
- Connaissance de la communauté juive de Montréal, un atout

**JOB SUMMARY**
The Executive Assistant provides executive level administrative support to the Chief Executive Officer and provides supervision to the administrative support staff.

**RESPONSIBILITIES**
- Provide direct administrative and clerical support to the CEO and Executive Team, as needed.
- Manage, maintain, schedule, and coordinate the CEO’s schedule (including meetings, appointments, work committees) as well as the calendar of Board, Officers and Committee meetings.
- Attend and take minutes at various meetings including Board and Committees
- Coordinate reports and workflows for the corporate secretariat
- Read, analyze, and produce letters, agendas, and memos, in a timely and efficient manner.
- Keep the CEO and Executive Team abreast of key operational developments and take appropriate action to ensure proper follow-ups on pending dossiers and issues.
- Handle and keep track of some financial information, including assigned budgets, payment requisitions, expense reports, donations, etc.
- Prepare and develop a record management system; maintain and recommend changes to records system, when appropriate
- Provide direct supervision to administrative support staff.

**REQUIREMENTS**
- College Degree in a relevant field, undergraduate degree, an asset.
- 7 years of relevant experience, with a minimum of 5 years in a senior administrative support role
- Service-oriented and self-motivated professional with the ability to work with minimum supervision or general guidance and instructions
- Advanced knowledge of Microsoft Office Suite, superior knowledge and working experience of Excel
- Exceptional organizational skills with impeccable attention to quality and details
- Excellent interpersonal skills and ability to establish, interact and maintain relationships with co-workers, management, lay leadership
- High level of discretion, diplomacy, integrity, and sensitivity to confidentiality
- Fluently bilingual with the ability to compose and edit correspondences, provide, inte

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