Executive Administrative Assistant

4 months ago

SaintLaurent, Canada X-Chem inc. Full time

Nous sommes à la recherche d'un(e) assistant(e) administratif(ve) exécutif(ve) très organisé(e) et soucieux(se) du détail pour se joindre à notre équipe. En tant qu'assistant(e) administratif(ve) exécutif(ve), vous fournirez un soutien administratif complet à notre équipe de direction à Montréal et soutiendrez nos exécutifs chez X-Chem, basés aux États-Unis, et contribuerez au bon fonctionnement de nos nouvelles installations de laboratoire à Montréal. Il s'agit d'un poste à temps plein qui nécessite d'être sur place 5 jours par semaine dans nos nouvelles installations, situées à Ville St-Laurent.

**Responsabilités**:

- Répondre aux appels téléphoniques et les filtrer, prendre les messages et répondre aux demandes de renseignements.
- Accueillir les visiteurs et fournir un excellent service à la clientèle à l'accueil.
- Planifier et coordonner des événements spéciaux tels que des réunions de vente globale (sur site/hors site), des visites de clients potentiels et des activités d'équipe en collaboration avec l'assistant exécutif et/ou l'équipe de direction locale.
- Planifier efficacement les réunions, gérer la réservation des salles de conférence, organiser les déplacements, demander des cartes d'accès, planifier et coordonner les besoins en traiteur et assurer le suivi de tous les points en suspens pour l'équipe de direction locale, les exécutifs et les clients internes/externes.
- Participer à la préparation des documents et du matériel requis pour les réunions, les présentations aux clients, les rapports et les requêtes récurrents et ad hoc. Veiller à la qualité et à l'exactitude des informations et/ou de la traduction des documents ou de la relecture des documents traduits.
- Soutenir l'équipe des finances en ce qui concerne les comptes payables et le traitement des factures des fournisseurs dans le système d'achat, en veillant à ce que les procédures correctes soient suivies jusqu'à leur terme et assister l’équipe des finances au besoin.
- Diriger, en collaboration avec le directeur général du site, toutes les activités de suivi avec notre avocat et nos employés concernant les demandes d'immigration, de permis de travail et de résidence permanente.
- Coordonner toutes les activités liées aux médias sociaux et au marketing avec le siège social et les agences externes.
- Organiser et maintenir les fournitures de bureau du site.
- Maintenir des relations et une liste d'hôtels locaux, de services de transport et de divertissements tout en négociant les tarifs avec les fournisseurs privilégiés.
- Soutenir l'assistant exécutif dans le cadre de projets spéciaux et agir en tant que remplaçant de l'assistant du PDG et de l'équipe du comité exécutif.

**Exigences**:

- Baccalauréat en administration ou expérience professionnelle équivalente.
- Plus de 5 ans d'expérience dans un bureau fournissant un soutien administratif à l'équipe de direction, une expérience de niveaux exécutifs dans une organisation mondiale serait un atout.
- Bilingue (anglais et français, niveau C1/C2).
- Compétences exceptionnelles en matière d'organisation et de gestion du temps, avec un grand souci du détail.
- Excellentes capacités de communication écrite et orale dans les deux langues.
- Maîtrise de la suite MS Office (Outlook, Word, Excel, Power Point), de SharePoint, de Teams, d'ERP/SAP et d'autres logiciels pertinents.
- Capacité à effectuer plusieurs tâches à la fois et à établir des priorités dans un environnement en évolution rapide.
- Haut niveau de professionnalisme et de compétences interpersonnelles.
- La discrétion et la confidentialité sont essentielles.

****
We are seeking a highly organized and detail-oriented Executive Administrative Assistant to join our team. As an Executive Administrative Assistant, you will provide comprehensive administrative support to our Leadership Team in Montreal and will support our Executive Leaders at X-Chem, based in USA, and contribute to the smooth operation of our new Lab facility in Montreal. This is a full-time position and requires to be onsite 5 days a week at our new facility, located in Ville St-Laurent.

**Responsibilities**:

- Answer and screen phone calls, take messages, and respond to inquiries
- Greet visitors and provide excellent front desk customer service
- Plan and coordinate events such as Global Sales Meetings (onsite/offsite), prospective client visits, and team activities in collaboration with Executive Assistant and/or Local Leadership team.
- Efficiently schedule meetings, manage booking of conference rooms, organize travel arrangements, request access cards, plan and coordinate catering needs and follow-up of any outstanding items for local Leadership team, executives and internal/external customers.
- Participate in the preparation of documents and materials required for meetings, client presentations, reoccurring and ad-hoc reports & queries. Ensure th

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