Job Description

Actual job title: Bilingual Executive Assistant and Administrative Support
Note: Candidates are expected to be on site 4 days per week. This role can also be fully on-site.

If you are a highly organized and proactive individual with a proven track record of supporting executives and managing administrative tasks, we encourage you to apply for this exciting opportunity. Join our team and contribute to the success of our Canadian operations while advancing your own professional development.

Position Overview:
We are seeking a dynamic individual to fill the role of Bilingual Executive Assistant and Administrative Support Professional. In this combined position, you will play a crucial role in providing comprehensive support to our Canadian Senior Leadership Team while also managing various administrative functions to ensure smooth daily operations. This position will be based at our Montreal Tower location.
Key Responsibilities:
Executive Support:

• Proactively support members of the Canadian Senior Leadership Team, demonstrating exceptional professionalism, good judgment, and efficiency.
• Manage the calendars and emails of multiple executives, ensuring optimal scheduling and coordination.
• Coordinate travel arrangements, meetings, and appointments, demonstrating impeccable attention to detail and organizational skills.
• Facilitate client meetings by coordinating with client Executive Assistants, showcasing your bilingual communication skills and professional persistence.
• Assist in the setup and troubleshooting of IT systems and applications, including MS Teams meetings and other software tools.
• Maintain confidentiality while handling sensitive information and correspondence.
• Collaborate effectively with the Executive Leader to optimize their schedule and priorities.

Administrative Support:

• Oversee various office operations and facilities activities, including work order coordination, database management, and office supply orders.
• Independently manage administrative policies and processes, ensuring efficiency and accuracy.
• Handle incoming and outbound mail, including package shipments via courier services.
• Maintain inventory for office and equipment supplies, ensuring availability and organization.
• Enforce Health and Safety regulations and coordinate EH&S Committee meetings.
• Manage asset orders, such as cellphones and laptops.
• Conduct office inspections to ensure compliance with Information Security regulations.
• Participate in the management of specific tasks, such as vehicle royalties reporting and Quebec Public Sector RFP portal monitoring.

Qualifications:
Experience supporting senior-level executives, preferably in a corporate environment.
Strong communication skills in both French and English, with excellent written and verbal abilities.
Proficiency in calendar and email management, as well as MS Office applications (PowerPoint, Excel, Word).
Demonstrated ability to handle confidential information and exercise sound judgment.
Self-motivated and proactive, capable of working both independently and collaboratively.
Strong organizational skills with the ability to manage multiple tasks under pressure.
Bilingual proficiency is required.
College or University degree in an administrative field or equivalent experience.
Strong knowledge of business, organization, and processes is a plus.
Basic analytical skills and the ability to anticipate actions and behaviors.

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