Executive Assistant

1 month ago

Montréal, Canada BFL CANADA 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

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