Executive Assistant

1 month ago

Montreal, Quebec, Canada TOTEM RECRUITER Full time

TOTEM RECRUITER is seeking a highly organized and detail-oriented Executive Assistant to provide comprehensive support to the President and Executive Vice President of a leading administrative management firm. This role offers a unique opportunity to work in a dynamic environment, collaborating with a dedicated team and contributing to the success of a prominent organization.

Responsibilities:

  • Collaborate closely with the assistant team to ensure seamless project execution.
  • Manage schedules for the President and VP of Strategy, coordinating meetings and appointments effectively.
  • Plan and execute corporate events, demonstrating meticulous attention to detail and ensuring smooth operations.
  • Organize management meetings and board of director sessions, preparing agendas and materials as needed.
  • Draft meeting minutes and ensure accurate record-keeping for key discussions.
  • Format and review documents and reports, maintaining a high standard of professionalism and accuracy.
  • Track expense accounts diligently, ensuring compliance with company policies.
  • Coordinate travel arrangements for executives, managing itineraries and logistics efficiently.
  • Follow up on ongoing projects and deadlines, proactively communicating progress updates.

Requirements:

  • Bachelor's degree in administration or a related field.
  • Minimum of 10 years of experience as an executive assistant, providing comprehensive support to senior-level executives.
  • Fluency in both spoken and written French and English.
  • Proficiency in Microsoft Office Suite, including advanced skills in presentation tools (PowerPoint or similar).
  • Excellent written and verbal communication abilities, ensuring clear and concise correspondence.

Key Attributes:

  • Exceptional attention to detail, organization, and thoroughness in all tasks.
  • Strong organizational skills for effective and efficient work management.
  • Comfort with technology tools and a willingness to learn new systems.
  • Excellent adaptability and communication skills, enabling seamless collaboration within a team environment.
  • Proactive approach and solution-oriented mindset, anticipating needs and addressing challenges effectively.
  • Discretion and professionalism in handling confidential information.

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