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Administrative Support Professional

2 weeks ago

SaintEsprit QC, Canada ICON OFFICE ENVIRONMENTS Full time

At ICON OFFICE ENVIRONMENTS, we are seeking a highly skilled and experienced Administrative Support Professional to join our team. This is an exceptional opportunity for a proactive and organized individual to support our CEO.

This role requires flexibility in scheduling, with 90% of work occurring during business hours; however, availability on evenings, weekends, and during travel is expected. The ideal candidate will be able to manage shifting priorities, work well under pressure, and maintain discretion when interacting with executives, clients, and team members.

The successful candidate will have a minimum of 5+ years of experience as an Executive Assistant or Chief of Staff, with proven experience managing calendars, travel, communication, and high-level projects. Strong proficiency in email management, scheduling tools, and task management software is essential.

  • Key Responsibilities:
  • Act as the gatekeeper for communications, sorting, rerouting, and responding to emails, WeChat, and other messages.
  • Attend meetings, take digital notes, track action items, and follow through on outstanding tasks.
  • Coordinate all travel, including flights, hotels, car rentals, activities, and check-ins, and actively monitor for any itinerary changes.
  • Handle event planning, including birthdays, anniversaries, gifts, and business gatherings.
  • Manage company responsibilities related to sales, operations, and vision, ensuring key projects stay on track and escalating issues when necessary.
  • Organize and maintain office and filing systems.
  • Run errands and conduct research on business opportunities, networking events, and market intelligence.