Executive Assistant

2 weeks ago

Longueuil, Quebec, Canada Access Signs Inc Full time

Position Overview

We are seeking a highly organized and proactive Executive Assistant to provide comprehensive administrative support to our CEO and Director of Operations. This critical role will manage complex schedules, coordinate communications, prepare meeting materials, and ensure seamless day-to-day operations for our executive team.

Key Responsibilities

Calendar & Schedule Management

· Manage and coordinate complex calendars for CEO and Director of Operations

· Schedule appointments, meetings, and travel arrangements

· Prioritize scheduling conflicts and ensure optimal time management

· Send meeting reminders and prepare daily schedules

Communication Management

· Monitor and manage executive email inboxes

· Draft, proofread, and send correspondence on behalf of executives

· Screen and prioritize incoming communications

· Coordinate internal and external communications professionally

Meeting Coordination

· Prepare meeting agendas, materials, and presentations

· Take detailed meeting notes and distribute minutes

· Follow up on action items and deadlines

· Coordinate logistics for internal and external meetings

Administrative Support

· Handle confidential information with discretion

· Prepare reports, documents, and presentations

· Manage expense reports and invoicing

· Coordinate with various departments to support executive priorities

· Maintain organized filing systems (digital and physical)

Project Support

· Assist with special projects and strategic initiatives

· Track project deadlines and deliverables

· Coordinate cross-functional team activities

· Support business improvement initiatives

  • support production entry and admin tasks that fall currrently under CEO

Job Type: Full-time

Pay: $43,087.71-$83,320.72 per year

Benefits:

  • Dental care
  • Extended health care
  • On-site parking
  • Paid time off
  • RRSP match

Work Location: In person

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