Executive Assistant

5 months ago

Montréal, Canada BFL CANADA Risk and Insurance Full time

We offer more than a job, we offer a career

We support our employees to shape their career by encouraging continuing education and investing in training and development.
We put our employees at the center of what we do to allow them to grow personally and professionally, with projects and challenges that are motivating and rewarding.
We inspire people to do what they are passionate about by believing in integrity, respect and recognition of diversity and community support.
We are a dynamic team where entrepreneurship, innovation and collaboration are at the core of our values.
We offer competitive salaries and a multitude of benefits starting day one including generous medical and dental coverage, telemedicine, employee and family assistance program, and retirement and savings programs.
We recognize the importance of work-life balance with our hybrid work program, wellness allowance, and year-round social activities and events.

We are looking for an Executive Assistant to Support our Executive Vice-President in our Montreal office

As an Executive Assistant, you will be responsible for providing support services to the Executive Vice President (EVP) for Eastern Region within the Montreal office. The responsibilities of this role encompass a wide array of high level and confidential organizational functions and interaction with senior leaders, business partners, clients, and other parties. This position requires exceptional organizational skills, a keen eye for detail, and the ability to handle a wide range of strategic and administrative duties.

Your day as an Executive Assistant

Act as a strategic partner to the Executive Vice President. Support in prioritizing tasks, managing projects, and ensuring alignment with organizational goals.
Utilize reporting tools such as Power BI to gather, analyze, and present data through dashboards and visuals to communicate insights and trends effectively to the Executive Vice-President and other stakeholders.
Prepare regular reports and presentations for executive leadership, board meetings, and other stakeholders.
Format and edit letters, memos, and reports from draft stage to client-ready work. Use independent judgment to compose general, non-technical business documents. Is privy to, and must protect, confidential materials.
Serve as a primary point of contact and liaison between the EVP and internal/external stakeholders.
Collaborate with other members of the leadership team to facilitate communication, coordination, and decision-making.
Maintain a close and highly responsive relationship with the Executive Assistant to the President.
Develop and maintain an efficient system for tracking action items, deadlines, and follow-ups.
Ensure timely and accurate dissemination of information to relevant stakeholders.
Organize and maintain confidential files, records, and documents in both electronic and physical formats.
Manage EVP's manual and electronic filing systems, open and distribute mail, ensure documentation is signed off in a timely manner by EVP and distributed to the appropriate recipient.
Coordinate logistics for on-site and off-site events and meetings, conferences, and special projects. (e.g., communication, location, meals, equipment, materials, RSVPs, and travel.).
Coordinate the schedule of the EVP, prioritizing functions, and appointments, ensuring that meetings, deadlines presentations and other duties of the executive office are carried out seamlessly.
Manage travel arrangements for the EVP and VIPs, coordinating flights, accommodations, car rental, dinners, and other itinerary specifics.
Manage and compile EVP's expense reports and liaise with accounting department ensuring documentation is reviewed and expedited.
Support and participate in various projects and other related tasks, as needed.

Bachelor's degree in business administration, management, or a related field preferred.
Proven experience as an Executive Assistant or similar role.
Strong proficiency in Microsoft Office Suite, particularly PowerPoint, Excel, and Outlook.
Experience with reporting and data visualization tools such as Power BI or Tableau.
Familiarity with project management tools and software, an asset.
Bilingual with strong verbal and written communication skills in French and in English.
Exceptional organizational and time management skills, with the ability to prioritize tasks and meet deadlines in a fast-paced environment.
Excellent communication and interpersonal skills, with the ability to interact professionally with internal and external stakeholders.
Discretion and confidentiality when handling sensitive information and matters.
Ability to anticipate needs, adapt to changing priorities and work independently with mínimal supervision.

Who we are

Founded in 1987 by Barry F. Lorenzetti, BFL CANADA is one of the largest employee-owned and operated Risk Management, Insurance Brokerage, and Employee Benefits consulting services firms in North America. The firm has a team

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