Executive Assistant

The Executive Assistant's role is to support Executives in all aspects of their responsibilities in a hybrid office environment providing optional flexibility. (average 3 days/week in the office). This also includes proactively leading activities such as managing calendars; organizing and scheduling meetings; coordinating travel arrangements; and, as appropriate, assisting in preparing presentations and meeting agendas.

The Executive Assistant must act as a liaison and key partner between executives and employees, demonstrating proactivity, autonomy, and the ability to prepare meeting materials with minimal supervision. The candidate must possess excellent communication skills in both French and English and be resourceful in a fast-paced environment.

The ideal candidate will be able to professionally manage the ebbs and flows of a high-energy environment, supporting the executives and their teams in achieving strategic corporate objectives. He or she will be flexible, resourceful, autonomous and positive under pressure.

Roles, Tasks & Responsibilities:

• Manage and maintain executive schedules, appointments and travel arrangements
• Arrange and coordinate meetings and events, including scheduling meeting rooms and equipment
• Follow-up on deliverables and timelines with teams in various locations
• Monitor, respond to and distribute incoming communications, through various channels including Outlook e-mail and Microsoft Teams
• Prepare, submit and monitor travel expenses
• Create and maintain org. charts
• Receive and interact with incoming visitors; professionally representing the executive team in interactions
• Prepare and edit correspondence, presentations and other sensitive documents
• Assist with new hires, resignations and tracking vacation schedules
• Assist with special projects and assignments maintaining a high degree of confidentiality
• Coordinate deadlines and workflow management for repetitive tasks
• Able to work in a fast-paced environment
• Prepare, verify and consolidate executive presentations
• Liaise with various management and support functions
• Perform other duties as required

Qualifications:

• Min 5+ years of relevant work experience as Executive Assistant
• Excellent communications skills in French and English (written and spoken)
• Solid knowledge of Microsoft Office Suite (Teams, Outlook, PowerPoint, Word and Excel)
• Strong organizational, strategic and management skills
• Knowledge of standard office administrative practices and procedure
• Post-secondary education
• Ideally, understanding of Financial reporting calendars and/or corporate secretary responsibilities
• Experience managing workflow through Diligence platform a plus

Key Competencies:

• Excellent communication skills and comfort navigating ambiguity and shifting priorities

• Exceptionally proactive and self-driven - someone who takes ownership and doesn't wait for direction.

• Strong interpersonal and collaboration skills—you're approachable, responsive, and solution-oriented.

• Ability to adapt to a fast pace and dynamic environment

• Organized and good time management skills
• Team player
• Strong work ethic and integrity
• Dependable and highly professional
• Business acumen
• Exercise a high degree of confidentiality
• Attention to detail and accuracy
• Flexible
• Knowledge of Diligent a plus

WE ARE PROUD TO BE RECOGNIZED AS Great Place to Work Canada for 2025 and

Montreal's Top Employers 2025 by Canada's Top 100 Employers

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If you have a preferred language for communication, please kindly inform us whether you prefer French or English on your application.

Fairstone is an equal opportunity employer. Accordingly, we will make reasonable accommodations to respond to the needs of people with disabilities. Individuals who view themselves as Aboriginals, members of visible minorities, and disabled are encouraged to apply in confidence.

Time Type:

Full time

Job Type:

Permanent