Executive Assistant

5 months ago

Montréal, Canada MetroSupply Chain" Full time

The Executive Assistant is responsible for providing professional, confidential and administrative assistance and support to the Chief Financial Officer (CFO), its team and other members of the executive team. The Executive Assistant will also be responsible for the administration of the Montreal Office.

**RESPONSIBILITIES**:

- Coordinates the CFO’s calendar and schedules appointments, events and meetings.
- Secures meeting/conference rooms, catering, AV equipment and distributes handouts and meeting notes where necessary.
- Assists with the preparation of meetings and presentations including creating text, graphs, charts and tables.
- Ensure boardrooms are set up for meetings and unloaded when meetings conclude.
- Provides tracking of necessary budgets, including processing of expense reports and reconciliations.
- Arranges travel schedules and make reservations as necessary.
- Keep up-to-date contact lists.
- Maintain confidentiality of highly sensitive information.
- Organizes conferences and employee appreciation events.
- Provides general administrative support, i.e filing, photocopying, etc.
- Keep various databases, reports and templates up to date.
- Assist managers with onboarding new employees, ordering materials and pre-hire follow-ups
- Prepares and distributes internal communications where necessary.
- Answers telephone and electronic enquiries and relay telephone calls and messages.
- Coordinates incoming and outgoing mail and couriers.
- Responsible for break room management.
- Assist with office layout planning and office moves, and with managing and maintaining IT infrastructure.
- Makes sure the office is always functional, clean and tidy.
- Promotes a positive office culture and a healthy and friendly working environment.
- Manages office supplies, including ordering and distribution.
- Other duties as assigned.

**SKILLS**:

- Excellent organizational skills, including the ability to manage multiple, often competing priorities under pressure to meet tight deadlines.
- Strong MS Office skills including MS Word and PowerPoint are a must.
- Strong written and verbal communication skills; including strong proofreading and editing.
- Highly reliable with a demonstrated ability to multi-task.
- Ability to exercise political savvy and impeccable judgment.
- Strong problem-solving skills.
- Strong interpersonal skills to interact effectively with individuals at all levels of the organization as well as external customers and key stakeholders.
- Autonomous and self-driven.
- Bilingual (French and English)

**QUALIFICATIONS**:

- Related college diploma is required.
- University degree would be an asset. At least five years of related administrative support experience is required.

L'adjoint(e) exécutif est chargé(e) de fournir une assistance et un soutien professionnels, confidentiels et administratifs au chef de la direction financière (CFO), à son équipe et aux autres membres de l'équipe de direction. L'adjoint(e) exécutif sera également responsable de l'administration du bureau de Montréal.

**RESPONSABILITÉS**:

- Coordonner le calendrier du directeur financier et planifier les rendez-vous, les événements et les réunions.
- Réserver les salles de réunion/conférence, le service de restauration, l'équipement audiovisuel et distribuer les documents et les notes de réunion si nécessaire.
- Participer à la préparation des réunions et des présentations, notamment en créant des textes, des graphiques, des diagrammes et des tableaux.
- S'assurer que les salles de conférence sont installées pour les réunions et déchargées à la fin des réunions.
- Accueillir les visiteurs, répondre aux demandes de renseignements et aux demandes de réunion et aux courriels au nom du directeur financier et d'autres cadres.
- Assurer le suivi des budgets nécessaires, y compris le traitement des rapports de dépenses et les rapprochements.
- Organiser les horaires de voyage et faire les réservations nécessaires.
- Tenir à jour les listes de contacts.
- Maintenir la confidentialité d'informations très sensibles.
- Organiser des conférences et des événements d'appréciation des employés.
- Fournir un soutien administratif général (classement, photocopies, etc.).
- Tenir à jour diverses bases de données, rapports et modèles.
- Aider les gestionnaires à accueillir les nouveaux employés, à commander du matériel et à effectuer des suivis avant l'embauche.
- Préparer et distribuer les communications internes si nécessaire.
- Répondre aux demandes de renseignements téléphoniques et électroniques et relayer les appels téléphoniques et les messages.
- Coordonner le courrier et les courriers entrants et sortants.
- Responsable de la gestion de la salle de pause.
- Participer à la planification de l'aménagement des bureaux et aux déménagements de bureaux, ainsi qu'à la gestion et à la maintenance de l'infrastructure informatique.
- S'assurer que le bureau est toujo

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