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Executive Support Specialist
3 months ago
Position: Executive Coordinator
Location: Montreal, Canada (hybrid work model, 3 days in-office)
Role Overview: The Executive Coordinator will deliver exceptional administrative and executive assistance to the technical and operational teams at the IFRS Foundation.
Key Responsibilities:
- Comprehensive calendar management: Oversee and coordinate schedules across various time zones, including the arrangement of meeting spaces and necessary dial-in information.
- Travel coordination: Manage intricate national and international travel logistics, which includes:
- Arranging transportation and accommodations in line with organizational travel policies.
- Securing visas and other essential travel documentation.
- Planning detailed itineraries.
- Expense management: Process expenses and reconcile credit card statements.
- Meeting documentation: Record executive meetings in the internal CRM system and generate quarterly reports.
- Event scheduling: Organize meetings and events with multiple internal and external participants, necessitating regular communication with various stakeholders to confirm availability.
- Office support: Assist the team in maintaining efficient office operations and provide coverage as necessary.
- Mentorship: Offer guidance and support to junior team members.
- General administrative tasks: Provide assistance with correspondence, event planning, and other office duties as required.
- Project involvement: Participate in ad hoc projects as needed.
Qualifications:
- Bilingual proficiency: Must be fluent in both French and English (speaking, reading, and writing).
- Communication skills: Excellent written and verbal English skills; capable of drafting clear and concise correspondence and documents.
- Experience: Proven track record of supporting senior executives in an international context, managing complex travel and meeting arrangements across different time zones.
- Organizational skills: Exceptional administrative abilities with a keen attention to detail.
- Collaborative mindset: Ability to work effectively with colleagues and engage with stakeholders at all levels, both in-person and remotely.
- Cultural awareness: Experience in a global environment, demonstrating respect for diverse cultures.
- Problem-solving skills: High level of autonomy and resourcefulness.
- Adaptability: Ability to remain composed under pressure, prioritize tasks, and respond constructively to changing demands.
- Integrity: High level of professionalism; capable of handling confidential matters with discretion.
- Technical proficiency: Proficient in MS Office Suite (Outlook, Word, Excel, PowerPoint).
Application Process:
Interested candidates are encouraged to submit a detailed CV/résumé. Please ensure to include the job title in the subject line of your email and a covering letter outlining how you meet the role requirements.
Note: Due to the volume of applications, only candidates selected for interviews will be contacted. We appreciate your interest in joining our team.
