Administrative Support to the Executive Vice President

7 days 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:

  • Represent the Executive Vice President: Act as a liaison between the Executive Vice President and other departments, ensuring seamless communication and coordination.
  • Anticipate and Meet Needs: Proactively identify and address the Executive Vice President's needs, gathering necessary resources and information to support their decision-making.
  • Prepare and Coordinate Meetings: Develop agendas, provide background information, and coordinate logistics for meetings and presentations.
  • Manage Schedules and Calendars: Prioritize tasks, manage competing demands, and ensure the Executive Vice President's schedule is optimized.
  • Correspondence and Communication: Prepare, review, and edit outgoing correspondence, including letters, proposals, and other documents.
  • Project Management: Assist the Executive Vice President in managing projects, ensuring timely completion and effective communication with stakeholders.
  • Travel Arrangements: Coordinate travel itineraries, including flights, hotels, and visas, as needed.
  • Expense Reporting: Manage expense reports and credit card statements, ensuring compliance with company policies.
  • Image and Reputation: Maintain the Executive Vice President's professional image by ensuring all correspondence and communications are accurate, timely, and professional.
  • Process Improvement: Identify areas for process improvement and implement changes to increase efficiency and productivity.
  • Special Projects: Assist the Executive Vice President with special projects as needed.

Requirements:

  • Integrity and Confidentiality: Demonstrate a high level of integrity and maintain confidentiality in all aspects of the role.
  • Communication Skills: Possess excellent verbal and written communication skills, with the ability to communicate effectively with all levels of employees and external contacts.
  • Bilingualism: Fluency in both French and English is essential.
  • Organizational Skills: Demonstrate strong organizational skills, with the ability to prioritize tasks, manage competing demands, and work effectively under pressure.
  • Attention to Detail: Possess a high level of attention to detail, with the ability to verify and ensure accuracy in all aspects of the role.
  • Technical Skills: Proficient in Microsoft Office, including Word, Excel, PowerPoint, and Outlook.

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