Current jobs related to Executive Assistant - Montreal, Quebec - BNP Paribas

In a changing world, unprecedented challenges require unmatched talent. Join one of Montreal's Top Employers in 2025. We are a dynamic and growing organization having its main establishment located in downtown Montreal and part of a leading international banking institution fully committed to building a more sustainable future. Note that the position may be in the Canadian Branch of BNP Paribas or in one of its subsidiaries based in Montreal.

The position at a glance
The Executive Assistant provides administrative support to the teams within Finance and Tax Canada. Additionally, supports the activities of one or more senior Executive in Finance and Tax Canada. This role participates as a member of the Administrative Support staff for department wide activities including meeting planning, event planning, participation in staff engagement, coordination of visiting guests activities and other general responsibilities.

In detail
The executive assistant is responsible for the following activities:

• Provide high-level administrative support for the Canada Finance & Tax Head of Platform and auxiliary support as needed to the Canada CFO and Head of SMS Team
• Calendar management – complex agenda and setting of meetings across all time zones, including general planning, resolving agenda conflicts, and optimizing the manager's time

• Creation, editing and preparation of content such as letters, spreadsheets, charts and presentations including :

• designing graphic visuals

• using Microsoft forms for survey and feedback as well as creation of reports to analyze findings

• Coordination of travel arrangements (domestic and international) for the Head of Platform and Sr managers as needed, including flights and hotel reservations, agenda, logistics and other related meeting preparation

• Expense management and submission, liaise monthly with business management team to review transversal corporate expenditures
• Plan and coordinate logistics for internal/external events such as townhalls, teambuilding events, staff events on-site and off-site, internal workshop learning programs, external client meetings and all other ad-hoc event requirements
• Manage agenda and logistics for visitors (staff/management visits, Tax authorities, auditors, etc…)
• Modification and distribution of reports, invoices and contracts; ensuring approvals and signatures are secured in a timely manner
• Maintain physical and digital departmental records using various methods of filing, storage, archiving, and retrieval.
• Replenishment, arrangement and distribution of departmental supplies
• Management of Distribution Lists for teams
• Procure quotes from external vendors for any events, ensuring competitive pricing and suitable services
• Completion of any reasonable projects or tasks, as requested by supervisor or manager.
• Liaise with Chief of Staff on transversal projects for the platform
• Co-edit and publish a bi-weekly newsletter with staff, ensuring timely and accurate information dissemination

The Executive Assistant plays a key role in facilitating the daily life at the office or during travels of the people he/she is assisting. He/she needs to be seen as the go-to person for support and quick resolution of issues, for the management team (in priority) and staff (when needed).

Work conditions: This position provides for standard working conditions in an office and a normal work schedule from Monday to Friday.

The Strengths And Skills That Will Help You Succeed
List of required competencies

• Education and Experience:

• Bachelor's degree or higher, with a strong understanding of principles and processes for providing customer and executive support services. 5-10 yrs of proven experience as an Executive Assistant, supporting Department Heads or C-level executives

• Administrative skills:

• Executive level calendar management, meeting management, time management, strategic planning of tasks, complex travel management, expense processing, communication management, and event planning

• Communication and interpersonal skills:

• Given the vast majority of our clients, both internal and external, are based outside of Quebec and Canada, specific language requirements may apply. High Proficiency and fluency in French and English is required.

• A good candidate will be an active listener and clear communicator, both verbally and in writing. They communicate pro-actively, anticipating the needs of their managers and escalating issues as necessary – utilizing tact and strict confidentiality. Be an excellent team player

• Demonstrate flexibility and positive approach towards new projects and challenges on transversal initiatives in the department

• Organizational skills:

• Have the ability to multitask and prioritize work based on potential impact. An excellent candidate is detail-oriented, flexible and enjoys the administrative challenges of supporting executive level employees.

• Technical Skills:

• Extremely competent in Word, PowerPoint and Excel, and Microsoft Outlook

• Exhibit initiative and resourcefulness to get tasks done quickly and efficiently with a high degree of professionalism
• Well organized, flexible and enjoy the administrative challenges of supporting an office of diverse people and programs.
• Knowledge of principles and processes for providing customer and personal services
• Creativity skills as it relates to marketing and communication activities

What's In It For You
In addition to competitive compensation, we offer flexible benefits including a family and spouse insurance program, a defined contribution pension plan and paid days for volunteering. Hybrid work arrangements are available for most positions. In-office presence is required a minimum of 3 days per week, one of which must be on a Monday and/or a Friday. BNP Paribas provides excellent training and personal development programs, as well as opportunities for career development within the company and internationally.

To find out more about our range of benefits, click here

What You Need To Know

• We will review candidates as they apply, so don't wait to submit your application;
• BNP Paribas is committed to accessibility and inclusion. During the recruitment process, accommodation needs are available at all times for candidates. You will have the chance to make a request for an accommodation during your application.
• You must be legally eligible to work in the Greater Montreal area and, if applicable, hold a valid work or study permit. Physical presence in BNP Paribas' office(s) is an essential function of this position;
• If you are applying and accepted to a position which requires working in/for the U.S. securities industry, you will be required to provide your fingerprints and undergo additional background checks by the FBI. BNP Paribas Securities Corporation is required to maintain a supervisory program over the conduct of its Associated Persons; some of your personal data will be transmitted to the United States of America and made available to US regulators. Please reach out to BNPP for additional information; or you can also find an overview here: 3110. Supervision

Diversity, Equity and Inclusion (DE&I) at the heart of our commitments
At BNP Paribas all employees are on an equal footing allowing us to create a work environment that values and respects people for their talents, skills and competences.

BNP Paribas recruits, employs, trains, compensates and promotes regardless of race, religion, colour, national origin, sex, disability, age, and other protected status (Employment Equity Act and Canadian Human Right Act).

To learn more about our DE&I commitments, click here

About Us
BNP Paribas is the top bank in the European Union and a major international banking establishment. Present in 63 countries, with more than 180,000 employees, the bank holds key positions in several areas of banking and financial services.

BNP Paribas' mission is to contribute to a responsible and sustainable economy by financing and advising its clients according to the highest ethical standards, while striving to respond to essential concerns in terms of the environment, regional development and social inclusion.

Since 1961, BNP Paribas has supported large Canadian companies and institutions in their business development by offering a full range of specialized financial services and investment products.

With over 1,400 employees, BNP Paribas in Canada continues to attract experts from diverse fields as well as ambitious young talent from around the world. We are proud to offer our employees a rewarding and international workplace where they can build their professional careers by honing their skills, meeting challenges and enriching their knowledge of the financial industry.

Our certifications and partnerships

• Montreal's Top Employers 2025
• Canada's Best Diversity Employers 2025
• Women in Governance – Parity certified – Platinum certification
• Pride at Work Canada
• Part of Les Affaires top 300 companies in Quebec
• Synclusiv
• Ready, Willing and Able
• Autisme sans Limites
• LinkedIn Top Companies 2024

Do you want to discover other BNP Paribas offers in Canada?
Click here: BNP Paribas in Canada Our job offers

*** While the description above describes our ideal candidate, we encourage applicants to apply even if they do not fully meet the complete list of qualifications noted***