Job Description

About us:Playground is an internationally renowned gaming destination located a short 15-minute drive south of downtown Montreal, within the Mohawk territory of Kahnawake. We are currently expanding, unveiling new gaming floors, a luxurious hotel, and specialized dining options.Position Overview:The Executive Assistant to the Senior Director of Finance will provide high-level administrative support, ensuring the smooth and efficient operation of the finance department. The ideal candidate will possess exceptional organizational skills, a keen attention to detail, and the ability to manage multiple priorities in a fast-paced environment. This role requires a high level of confidentiality, professionalism, and the ability to communicate effectively with various stakeholders. The Executive Assistant plays a critical role in maintaining efficiency, confidentiality, and effective communication, contributing to the overall success of the organization.What we have to offer:

• Competitive compensation (annual salary of $80K-90K - based on experience, comprehensive group insurance)
• Flexible schedule options
• Discounts on food
• Comprehensive paid training
• Opportunities for career advancement
• Company-wide events
• Playground Cares volunteer opportunities

Responsibilities:Administrative Support:

• Manage the Senior Director\xe2\x80\x99s calendar, schedule meetings, and coordinate appointments.
• Prepare and edit correspondence, communications, presentations, and other documents.
• Organize and maintain files and records, ensuring data integrity and confidentiality.
• Manage inquiries or requests from vendors, investors, contractors and team members.
• Prepare and submit expenses and book and manage travel, events, and meetings including logistics such as materials, venue, food, expenses, etc.

Meeting Coordination:

• Arrange and coordinate logistics for meetings, including booking venues, preparing agendas, and distributing materials.
• Take meeting minutes, track action items, and ensure follow-up on commitments.
• Assist in the preparation of financial reports, presentations, and analysis for meetings.

Travel Management:

• Coordinate travel arrangements, including flights, accommodations, transportation, and itineraries.
• Prepare and submit expense reports and ensure timely reimbursement.

Project Management:

• Assist in the planning and execution of special projects and events.
• Coordinate cross-functional teams and track project timelines and deliverables.
• Provide support on projects, presentations and special assignments as required.

Communication:

• Handle incoming and outgoing communications, including phone calls, emails, and mail.
• Serve as a liaison between the Senior Director and internal/external stakeholders.
• Ensure effective communication and information flow within the finance department and other departments.
• Manage and prioritize email communication and tasks including coordinating responses from the Executive team as needed.

Office Management:

• Oversee office supplies and equipment, ensuring the office is well-maintained and stocked.
• Assist in the onboarding of new finance department staff, including training and orientation.

Confidentiality:

• Handle sensitive and confidential information with discretion and integrity.

Personal assistance

• Schedule and manage personal appointments, projects and travel, including transportation, accommodations, etc.
• Manage mail, package deliveries, etc.
• Execute a variety of personal support tasks, including placing orders, vehicle maintenance, general errands, and more.

Requirements:

• Bilingual (French/English) - an asset.
• Post-secondary degree or an equivalent combination of formal training and experience.
• Minimum of 5 years of experience in an executive assistant or similar role, within a finance department or complex technical industry such as manufacturing.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Comfortable using AI tools such as ChatGPT for various administrative functions (full subscription provided).
• Strong organizational and time management skills with the ability to prioritize tasks.
• Excellent written and verbal communication skills.
• High level of professionalism, discretion, and confidentiality.
• Ability to work independently and as part of a team.
• Strong attention to detail and problem-solving skills.

Important Characteristics

• Organized \xe2\x80\x93 you can manage multiple tasks flawlessly and prioritize appropriately. You sweat the small details so that the Executive team doesn\'t have to!
• A self-starter \xe2\x80\x93 you take ownership over your work, proudly take initiative, and don\xe2\x80\x99t require constant direction from others to keep you productive and on task.
• Trustworthy \xe2\x80\x93demonstrated and impeccable sense of discretion, tact, integrity, and etiquette as well as sound judgment especially in confidential and sensitive matters.
• An expert communicator \xe2\x80\x93 you\xe2\x80\x99re personable, display great phone etiquette, and are able to ensure your message is communicated in a clear and effective manner.
• A problem-solver \xe2\x80\x93 you\xe2\x80\x99re proactive and have the ability to rapidly find problems and identify opportunities. You have an analytical mind and enjoy solving complex problems.

Join our team and become a vital part of an exceptional journey. Here, your unique talents and ambitions will flourish, finding the perfect environment to thrive. Apply today and embark on a journey of innovation, synergy, and personal growth that will reshape the course of your career.\xc3\x80 propos de nous :Playground est une destination de jeu internationalement reconnue situ\xc3\xa9e \xc3\xa0 seulement 15 minutes en voiture au sud du centre-ville de Montr\xc3\xa9al, sur le territoire mohawk de Kahnawake. Nous sommes actuellement en expansion, d\xc3\xa9voilant de nouveaux espaces de jeu, un h\xc3\xb4tel luxueux et des options de restauration sp\xc3\xa9cialis\xc3\xa9es.Aper\xc3\xa7u du r\xc3\xb4le :L\'Adjoint(e) de direction aupr\xc3\xa8s du Directeur principal des finances fournira un soutien administratif de haut niveau, assurant le bon fonctionnement et l\'efficacit\xc3\xa9 du d\xc3\xa9partement financier. Le candidat id\xc3\xa9al poss\xc3\xa9dera des comp\xc3\xa9tences organisationnelles exceptionnelles, une grande attention aux d\xc3\xa9tails et la capacit\xc3\xa9 de g\xc3\xa9rer plusieurs priorit\xc3\xa9s dans un environnement dynamique. Ce r\xc3\xb4le n\xc3\xa9cessite un haut niveau de confidentialit\xc3\xa9, de professionnalisme et la capacit\xc3\xa9 de communiquer efficacement avec divers intervenants. L\'Adjoint(e) de direction joue un r\xc3\xb4le crucial dans le maintien de l\'efficacit\xc3\xa9, de la confidentialit\xc3\xa9 et de la communication efficace, contribuant ainsi au succ\xc3\xa8s global de l\'organisation.Ce que nous offrons :

• R\xc3\xa9mun\xc3\xa9ration concurrentielle (salaire annuel de 80K \xc3\xa0 90K $ - selon l\'exp\xc3\xa9rience, assurance groupe compl\xc3\xa8te)
• Possibilit\xc3\xa9s d\xe2\x80\x99horaires flexibles
• Rabais sur la nourriture
• Formation compl\xc3\xa8te r\xc3\xa9mun\xc3\xa9r\xc3\xa9e
• Possibilit\xc3\xa9s d\xe2\x80\x99avancement
• Stationnement gratuit
• \xc3\x89v\xc3\xa9nements organis\xc3\xa9s par l\'entreprise
• Possibilit\xc3\xa9s de b\xc3\xa9n\xc3\xa9volat pour Playground Cares

Responsabiliti\xc3\xa9s :Soutien administratif :

• G\xc3\xa9rer l\'agenda du Directeur Principal, planifier les r\xc3\xa9unions et coordonner les rendez-vous.
• Pr\xc3\xa9parer et \xc3\xa9diter la correspondance, les communications, les pr\xc3\xa9sentations et autres documents.
• Organiser et maintenir les fichiers et dossiers, assurant l\'int\xc3\xa9grit\xc3\xa9 et la confidentialit\xc3\xa9 des donn\xc3\xa9es. G\xc3\xa9rer les demandes des fournisseurs, investisseurs, entrepreneurs et membres de l\'\xc3\xa9quipe. Pr\xc3\xa9parer et soumettre les d\xc3\xa9penses, r\xc3\xa9server et g\xc3\xa9rer les d\xc3\xa9placements, \xc3\xa9v\xc3\xa9nements et r\xc3\xa9unions incluant la logistique telle que les mat\xc3\xa9riels, le lieu, la nourriture, les d\xc3\xa9penses, etc.

Coordination des r\xc3\xa9unions :

• Organiser et coordonner la logistique des r\xc3\xa9unions, incluant la r\xc3\xa9servation des lieux, la pr\xc3\xa9paration des ordres du jour et la distribution des documents.
• Prendre des notes lors des r\xc3\xa9unions, suivre les actions et assurer le suivi des engagements.
• Aider \xc3\xa0 la pr\xc3\xa9paration des rapports financiers, des pr\xc3\xa9sentations et des analyses pour les r\xc3\xa9unions.

Gestion des voyages :

• Coordonner les arrangements de voyage, y compris les vols, h\xc3\xa9bergements, transports et itin\xc3\xa9raires.
• Pr\xc3\xa9parer et soumettre les rapports de d\xc3\xa9penses et assurer le remboursement en temps opportun.

Gestion de projets :

• Aider \xc3\xa0 la planification et \xc3\xa0 l\'ex\xc3\xa9cution de projets sp\xc3\xa9ciaux et \xc3\xa9v\xc3\xa9nements.
• Coordonner les \xc3\xa9quipes interfonctionnelles et suivre les \xc3\xa9ch\xc3\xa9anciers et livrables des projets.
• Fournir un soutien sur les projets, pr\xc3\xa9sentations et missions sp\xc3\xa9ciales au besoin.

Communication:

• G\xc3\xa9rer les communications entrantes et sortantes, y compris les appels t\xc3\xa9l\xc3\xa9phoniques, les emails et le courrier.
• Servir de liaison entre le Directeur Principal et les intervenants internes/externes.
• Assurer une communication efficace et un flux d\'information au sein du d\xc3\xa9partement financier et avec les autres d\xc3\xa9partements.
• G\xc3\xa9rer et prioriser les communications par email et les t\xc3\xa2ches, y compris coordonner les r\xc3\xa9ponses de l\'\xc3\xa9quipe ex\xc3\xa9cutive au besoin.

Gestion au bureau :

• Superviser les fournitures de bureau et l\'\xc3\xa9quipement, assurant que le bureau est bien entretenu et approvisionn\xc3\xa9.
• Aider \xc3\xa0 l\'int\xc3\xa9gration des nouveaux membres du d\xc3\xa9partement financier, incluant la formation et l\'orientation.

Confidentialit\xc3\xa9 :

• G\xc3\xa9rer les informations sensibles et confidentielles avec discr\xc3\xa9tion et int\xc3\xa9grit\xc3\xa9.

Assistance personnelle :

• Planifier et g\xc3\xa9rer les rendez-vous personnels, projets et voyages, incluant transport et h\xc3\xa9bergement.
• G\xc3\xa9rer le courrier, les livraisons de colis, etc.
• Ex\xc3\xa9cuter diverses t\xc3\xa2ches de soutien personnel, incluant les commandes, l\'entretien des v\xc3\xa9hicules, les courses g\xc3\xa9n\xc3\xa9rales, etc.

Exigences :

• Bilingue (fran\xc3\xa7ais/anglais) - un atout.
• Dipl\xc3\xb4me postsecondaire ou une combinaison \xc3\xa9quivalente de formation formelle et d\'exp\xc3\xa9rience.
• Minimum de 5 ans d\'exp\xc3\xa9rience dans un r\xc3\xb4le d\'assistant ex\xc3\xa9cutif ou similaire, au sein d\'un d\xc3\xa9partement financier ou d\'une industrie technique complexe comme la fabrication.
• Ma\xc3\xaetrise de la suite Microsoft Office (Word, Excel, PowerPoint, Outlook). Confortable avec l\'utilisation d\'outils IA tels que ChatGPT pour diverses fonctions administratives (abonnement complet fourni).
• Fortes comp\xc3\xa9tences en organisation et en gestion du temps avec la capacit\xc3\xa9 de prioriser les t\xc3\xa2ches. Excellentes comp\xc3\xa9tences en communication \xc3\xa9crite et verbale.
• Grand professionnalisme, discr\xc3\xa9tion et confidentialit\xc3\xa9.
• Capacit\xc3\xa9 \xc3\xa0 travailler de mani\xc3\xa8re autonome et en \xc3\xa9quipe.
• Grande attention aux d\xc3\xa9tails et comp\xc3\xa9tences en r\xc3\xa9solution de probl\xc3\xa8mes.

Caract\xc3\xa9ristiques importantes

• Organis\xc3\xa9(e) - vous pouvez g\xc3\xa9rer plusieurs t\xc3\xa2ches sans faille et les prioriser de mani\xc3\xa8re appropri\xc3\xa9e. Vous vous souciez des petits d\xc3\xa9tails pour que l\'\xc3\xa9quipe ex\xc3\xa9cutive n\'ait pas \xc3\xa0 le faire !
• Autonome - vous prenez en charge votre travail, prenez fi\xc3\xa8rement des initiatives et n\'avez pas besoin d\'une direction constante pour rester productif et concentr\xc3\xa9.
• Digne de confiance - d\xc3\xa9monstration d\'un sens impeccable de la discr\xc3\xa9tion, du tact, de l\'int\xc3\xa9grit\xc3\xa9 et de l\'\xc3\xa9tiquette, ainsi qu\'un jugement avis\xc3\xa9 surtout dans les affaires confidentielles et sensibles.
• Communicateur expert - vous \xc3\xaates agr\xc3\xa9able, avez un bon comportement t\xc3\xa9l\xc3\xa9phonique et \xc3\xaates capable de vous assurer que votre message est communiqu\xc3\xa9 de mani\xc3\xa8re claire et efficace.
• R\xc3\xa9solution de probl\xc3\xa8mes - vous \xc3\xaates proactif et avez la capacit\xc3\xa9 d\'identifier rapidement les probl\xc3\xa8mes et les opportunit\xc3\xa9s. Vous avez un esprit analytique et aimez r\xc3\xa9soudre des probl\xc3\xa8mes complexes.

Joignez notre \xc3\xa9quipe et devenez un \xc3\xa9l\xc3\xa9ment vital d\xe2\x80\x99un parcours exceptionnel. Ici, vous serez dans l\xe2\x80\x99environnement parfait pour l\xe2\x80\x99\xc3\xa9panouissement de vos talents uniques et ambitions. Postulez maintenant pour rejoindre une aventure remplie d\xe2\x80\x99innovation, de synergie et de croissance personnelle qui va remodeler votre parcours professionnel.

• L\'utilisation du genre masculin inclut le f\xc3\xa9minin et n\'est utilis\xc3\xa9e que pour faciliter la lecture.

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