Executive Assistant

6 months ago

Montreal, Canada Belron Canada Full time

Automotive glass technology is helping transform how we experience the road. At Belron Canada , the home office of Speedy Glass, Lebeau vitres d’auto and Vanfax we take this seriously, which is why we invest tirelessly on developing our people can realize their full potential.

We welcome applications from everyone, and are firmly committed to diversity, equity and inclusion in the workplace, and take pride in ensuring every member of our team feels empowered.

The Executive Assistant provides administrative support to 2 vice presidents (people & culture, and information technology) and is responsible for managing and coordinating their respective agendas.

The incumbent collaborates in the preparation of various documents and presentations, as well as in the planning of certain corporate events. He/she carries out the necessary follow-ups with suppliers, customers and colleagues in order to receive and gather all the information required for each file.

He/she collaborates on various files and numerous projects linked to all the teams. He/she is responsible for various requests from internal and external sources and ensures that they respond to them independently or transfer them to the people concerned.

This position requires a good ability to adapt in order to respond to the constantly evolving internal and external needs of the organization. He/she ensures that he/she maintains courteous and professional relationships with members of the internal team and all external people.

You will make a difference:

• Support VPs and, if necessary, directors in their daily activities and/or new initiatives implemented within the function;

• Ensure management of the vice-presidents' agenda by coordinating all meetings with internal and external stakeholders;

• Plan, organize and coordinate the holding of vice-presidents' meetings by proactively taking charge of logistics activities, preparing the necessary materials and ensuring the follow-up of the resulting actions;

• Collaborate in the development of PowerPoint presentations for various meetings and events;

• Participate in the preparation of corporate events by taking care of all the logistics surrounding their holding;

• Ensure follow-up with collaborators in order to receive documents in compliance with deadlines;

• Make arrangements for reservations or travel for vice-presidents.

• Produce, translate and distribute various communications, presentations, letters, memos, reports, etc.;

• Gather, compile, digitize and classify various documents;

• Prepare expense account reports;

• Take charge of managing the department's invoices: Accounts payable and reconciliation and expense reports, etc.;

• Carry out, if necessary, all related tasks to ensure continuity and quality of services;

• Update the annual vacation calendar;

• Temporarily - Produce reports and statistics to monitor the evolution of health and safety performance indicators and complete customer requests, provide the required documentation in terms of procedures, policies, proof of compliance and insurance;

• Perform replacements for other assistants during absences.

Your profile to be successful:

• Eight (8) years or 10 of relevant experience in similar functions ideally, as an executive assistant to members of senior management.

• DEC holder or a professional studies diploma in secretarial work or equivalent experience.

• Experience within human resources, finance, sales and marketing departments is a definite asset.

• Strong sense of customer service and ability to diplomatically manage requests from various stakeholders.

• Great sense of organization and ability to prioritize numerous tasks.

• Ability to work on several files simultaneously.

• Very high autonomy and ability to work with a minimum of supervision and availability of executives.

• Sense of initiative and great resourcefulness.

• Able to work under pressure.

• Sense of confidentiality with professional maturity.

• Attention to detail and rigor.

• Exercise judgment and discretion.

• Proficiency with the MS Office Suite.

• Bilingual French/English (oral and written).

We believe that genuine care can make a real difference in the customer experience, and it begins with making a difference in the careers of our team members.

Belron Canada is an integral part of the Belron International family, a global leader in auto glass repair and replacement, and forward-facing digital camera calibration. Belron Canada alone operates 325+ service centres, 2 distribution centres and 26 warehouses across 10 provinces, and is home to over 1,200 employees.

Our pursuit of excellence commits us to providing sustainable world-class care for our communities and the climate.

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