Executive Assistant

4 weeks ago

Montreal, Canada BFL Canada Full time

We are looking for an Executive Assistant to Support our Chief of Staff in our Montreal office

Reporting to the Chief of Staff of the LORENZETTI group of companies, you will be responsible to offer full time administrative support for all companies that fall under the LORENZETTI brand.

If you are looking for a dynamic work environment with a growth mindset, you will love working among our team

Your day as an Executive Assistant

Compose, format, and edit letters, non-technical and business documentation, memos, and reports from draft to client-ready stage in both official languages, when required. Organize on-site and off-site meetings and events, including logistics (communications, rentals, meals, equipment, materials, RSVPs, and travel, when required). Coordinate and participate in meetings and events related to the Chief of Staff’s office. Ensure follow-ups are done in a timely manner to keep all files up to date at all times. Handle incoming phone calls and collect and distribute incoming mail. Manage the maintenance of the real estate properties under the LORENZETTI umbrella. Work in conjunction with the bookkeeper and accounting team to ensure daily and monthly financials are up to date. Follow-up on approval of all invoices for all real estate projects. Prepare and submit expense reports. Maintain a close and highly responsive relationship with the Chief of Staff. Work in tandem with the Chief of Staff to document strategic direction and ensure follow-up with stakeholders is performed in a timely fashion. Attend Board meetings, take minutes, and ensure prompt distribution of same to all Board members. Follow an organized filing/document management process for electronic and paper documents. Assist in building the Customer Relationship Management (CRM) model for all companies under the LORENZETTI umbrella and keep it updated at all times. Manage housekeeping staff. Act as a backup to the Chief of Staff for holiday periods and when needed for an overflow of functions. Exhibit the utmost discretion to protect the integrity and confidential nature of all matters and conversations that you are privy to, be they written or verbal in nature (a Non-Disclosure Agreement will be a mandatory document that must be signed). Participate in various projects and other related tasks, as needed.

Our ideal candidate

5 to 10 years of experience in a similar role. College diploma in Administration. E-commerce background and strong social media skills. Seasoned professional capable of working in a family environment. Capable of working under pressure with tight deadlines. Excellent customer support and exceptional follow-through skills. Ability to work independently and within a team on special and ongoing projects. Bilingual with strong verbal and written communication skills in French and in English. Excellent knowledge of the MS Office Suite (Excel, Outlook, and Word). Strong analytical and problem-solving skills. Effective time management and organizational skills. Flexible to work after hours, as needed to support in occasional events.

More about us

Our Montreal office is located at the heart of downtown Montreal, the largest city in Quebec. Our employees can benefit from the numerous exciting activities organized in the neighborhood.

We welcome and encourage applications from people with diverse abilities. BFL CANADA is committed to fostering an environment that is diverse, equitable, inclusive, and accessible to all. The diversity of our talents enables innovation and creativity through diverse backgrounds, different thinking, and unique knowledge. Accommodations are available on request for candidates taking part in all aspects of the selection process.

Offers of employment at BFL CANADA are conditional upon satisfactory results of background verifications.

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