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Executive Assistant to the VP

2 months ago

Montreal, Quebec, Canada TOTEM Recruteur de talent Full time

Job Summary:

We are seeking a highly skilled and experienced Executive Assistant to support the Executive Vice President in their daily operations. The ideal candidate will have a minimum of 5 years of experience in a similar role and possess excellent communication, organizational, and problem-solving skills.

Key Responsibilities:

  • Act as a representative of the Executive Vice President, providing administrative support and ensuring the smooth operation of the department.
  • Anticipate the needs of the Executive Vice President and proactively gather resources and information to support their decision-making.
  • Prepare and coordinate meetings, presentations, and other materials as required.
  • Manage the Executive Vice President's schedule, prioritize tasks, and resolve conflicts as needed.
  • Prepare, review, and revise correspondence, reports, and other documents as required.
  • Collaborate with the Executive Vice President to ensure all projects and initiatives are up-to-date and progressing accordingly.
  • Coordinate travel arrangements, including flights, hotels, and visas, as required.
  • Manage expenses and credit card accounts in accordance with company policies.
  • Maintain the Executive Vice President's image by ensuring all correspondence is professional and consistent.
  • Develop and implement administrative procedures to improve efficiency and productivity.
  • Manage special projects as needed.

Requirements:

  • Demonstrate a high level of integrity and confidentiality.
  • Ensure confidentiality, diplomacy, and tact at all times.
  • Excellent communication skills, both verbal and written.
  • Bilingualism (French and English) is essential.
  • Ability to multitask and work effectively under pressure.
  • High level of organization, judgment, and intuition, with a strong problem-solving ability.
  • Attention to detail, with a focus on accuracy and precision.
  • Ability to communicate effectively with all levels of employees and external contacts.
  • Advanced skills in Microsoft Office, including Word, Excel, PowerPoint, and Outlook.