Highly Organized Executive Support Specialist

1 week ago

Montreal, Quebec, Canada Randstad Canada Full time

We are seeking a detail-oriented and proactive Executive Assistant to support the Chief Marketing Officer (CMO) in our downtown Montreal office.

This role provides critical executive support in a fast-paced environment, handling administrative duties, coordinating with internal and external clients, and assisting with special projects. The successful candidate will be able to handle confidential information, anticipate the CMO's needs, and prioritize work effectively.

Key Responsibilities:

  • Project Management: Assist with marketing initiatives and special projects, coordinate and track progress to ensure deadlines are met.
  • Meeting Preparation: Prepare necessary documents and information for meetings, ensuring the CMO is fully briefed. Attend meetings as needed to take notes and prepare minutes.
  • Communication & Coordination: Serve as the first point of contact for both internal and external clients. Manage communications on behalf of the CMO, ensuring timely responses and follow-ups.
  • Financial Support: Contribute to department financial planning and assist with budget reviews, ensuring accurate tracking and reporting.
  • Calendar & Email Management: Organize and maintain the CMO's calendar, ensuring all meetings and events are scheduled efficiently. Monitor the CMO's email inbox, handling time-sensitive requests and inquiries in a timely manner.
  • Documentation: Prepare and review correspondence, presentations, reports, and other documentation as needed.
  • Event Coordination: Assist in organizing key internal and external marketing events, ensuring logistics and materials are in place.
  • Travel Arrangements: Plan and coordinate complex travel arrangements, including booking flights, accommodations, and managing itineraries.
  • Senior Marketing Team Support: Provide additional support to the senior marketing team as required, assisting with various projects, initiatives, and EA support.

The ideal candidate will have:

  • A post-secondary degree or diploma in office administration, marketing, or a related field. A minimum of 5-7 years of experience as an Executive Assistant, preferably in a marketing or professional services environment.
  • Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) is required. Familiarity with marketing tools and software would be an asset.
  • Exceptional time management skills and the ability to multitask and prioritize work in a fast-paced environment.
  • Strong written and verbal communication skills with the ability to interact professionally with a variety of clients.
  • Extreme accuracy and attention to detail, especially when handling complex schedules and documentation.

Benefits include:

  • A competitive salary range of $60,000 - $80,000 per year, based on experience.
  • A comprehensive benefits package, including health and wellness subsidy, annual education & tuition reimbursement, flexible medical and dental benefits, short-term and long-term disability insurance, paid vacation and sick days, group retirement savings plan, monetary incentive for employee referrals, flexible working arrangements, opportunities to give back to your community through firm initiatives, and an engaging firm culture that celebrates hardworking and dedicated people.

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