Job Description

PURPOSEThe Executive Assistant / Office Manager role is a dynamic and critical position, designed for a proactive and detail-oriented professional who thrives in a multifunctional role. In this capacity, you will ensure seamless office operations and provide top-level administrative support to our President, playing a key role in driving organizational success.KEY RESPONSIBILITIES AND ACCOUNTABILITIESThe responsibilities of this position include, but are not limited to the following:

• Provide comprehensive administrative support to the President, enhancing their capacity to lead effectively.
• Manage vendor contracts to ensure the office is well-equipped and operations run smoothly at the best cost.
• Oversee the maintenance and aesthetic of the office, creating an inviting and productive workspace.
• Coordinate with real estate professionals and legal advisors to manage property dealings efficiently.
• Monitor expenditures, oversee purchases, and ensure fiscal practices align with budgetary standards.
• Research and negotiate with vendors to undertake maintenance and renovation projects that add value.
• Utilize and manage data in Excel to streamline processes and enhance office efficiency.
• Collaborate with security staff and services to maintain a secure and safe working environment.
• Prepare eloquent correspondence and presentations that resonate with both internal and external audiences.
• Maintain meticulous records and manage information flow to support executive decision-making.
• Plan and execute meetings and events with precision, ensuring every detail is perfectly aligned.
• Take the helm on special projects, from strategic planning to budgeting, impacting company-wide initiatives.
• Gather and analyze data to support diverse projects, delivering insights that propel strategic decisions.
• Serve as the pivotal point of contact between the executive team and stakeholders, enhancing collaboration and communication.
• Organize corporate events that build team spirit and company culture, from logistical planning to execution.
• Keep the office stocked and functional by efficiently managing supplies and equipment.
• Offer direct assistance, when needed, to the counter operations team, helping deliver outstanding service to customers on site.

REQUIRED SKILLS AND COMPETENCIES

• Superior communication skills, both written and oral.
• Agile and able to adapt quickly, especially to new technology.
• Proven organizational prowess, with a knack for prioritizing effectively.
• High ethical standards and discretion with sensitive information.
• Strong orientation towards customer and client service excellence.

Technical/Professional Competencies:

• Extensive experience (minimum seven years) as an Executive Assistant.
• Intermediate abilities on Microsoft Office applications like Word, Power Point, Outlook, and Teams.
• Proficiency in Excel and ability to adapt quickly to tools like ChatGPT.

The candidate must interact with international professionals, such as lawyers and financial institutions, as well as with employees outside Quebec and the United States. They have reviewed international legal documents (e.g., patents), annotated, edited, and reported problems in documents, requiring an excellent understanding of the English language.OBJECTIFLe poste d\'assistant(e) de direction / gestionnaire de bureau est un poste dynamique et essentiel, con\xc3\xa7u pour un(e) professionnel(le) proactif(ve) et soucieux(se) du d\xc3\xa9tail, qui s\'\xc3\xa9panouit dans un r\xc3\xb4le multifonctionnel. \xc3\x80 ce titre, vous assurerez des op\xc3\xa9rations de bureau sans faille et fournirez un soutien administratif de haut niveau \xc3\xa0 notre pr\xc3\xa9sident, jouant un r\xc3\xb4le cl\xc3\xa9 dans la conduite du succ\xc3\xa8s de l\'organisation.PRINCIPALES RESPONSABILIT\xc3\x89S ET OBLIGATIONSLes responsabilit\xc3\xa9s li\xc3\xa9es \xc3\xa0 ce poste sont notamment les suivantes :

• Fournir un soutien administratif complet au pr\xc3\xa9sident, en renfor\xc3\xa7ant sa capacit\xc3\xa9 \xc3\xa0 diriger efficacement.
• G\xc3\xa9rer les contrats avec les fournisseurs afin de s\'assurer que le bureau est bien \xc3\xa9quip\xc3\xa9 et que les op\xc3\xa9rations se d\xc3\xa9roulent sans heurts au meilleur co\xc3\xbbt.
• Superviser l\'entretien et l\'esth\xc3\xa9tique du bureau, en cr\xc3\xa9ant un espace de travail accueillant et productif.
• Assurer la coordination avec les professionnels de l\'immobilier et les conseillers juridiques afin de g\xc3\xa9rer efficacement les transactions immobili\xc3\xa8res.
• Contr\xc3\xb4ler les d\xc3\xa9penses, superviser les achats et veiller \xc3\xa0 ce que les pratiques fiscales soient conformes aux normes budg\xc3\xa9taires.
• Rechercher et n\xc3\xa9gocier avec les vendeurs pour entreprendre des projets d\'entretien et de r\xc3\xa9novation qui ajoutent de la valeur.
• Utiliser et g\xc3\xa9rer des donn\xc3\xa9es dans Excel afin de rationaliser les processus et d\'am\xc3\xa9liorer l\'efficacit\xc3\xa9 du bureau.
• Collaborer avec le personnel et les services de s\xc3\xa9curit\xc3\xa9 pour maintenir un environnement de travail s\xc3\xbbr et s\xc3\xa9curis\xc3\xa9.
• Pr\xc3\xa9parer une correspondance et des pr\xc3\xa9sentations \xc3\xa9loquentes qui trouvent un \xc3\xa9cho aupr\xc3\xa8s des publics internes et externes.
• Tenir des dossiers m\xc3\xa9ticuleux et g\xc3\xa9rer le flux d\'informations pour soutenir la prise de d\xc3\xa9cision des cadres.
• Planifier et ex\xc3\xa9cuter des r\xc3\xa9unions et des \xc3\xa9v\xc3\xa9nements avec pr\xc3\xa9cision, en veillant \xc3\xa0 ce que chaque d\xc3\xa9tail soit parfaitement align\xc3\xa9.
• Prendre la direction de projets sp\xc3\xa9ciaux, de la planification strat\xc3\xa9gique \xc3\xa0 la budg\xc3\xa9tisation, ayant un impact sur les initiatives \xc3\xa0 l\'\xc3\xa9chelle de l\'entreprise.
• Recueillir et analyser des donn\xc3\xa9es pour soutenir divers projets, en fournissant des informations qui permettent de prendre des d\xc3\xa9cisions strat\xc3\xa9giques.
• Servir de point de contact central entre l\'\xc3\xa9quipe de direction et les parties prenantes, en am\xc3\xa9liorant la collaboration et la communication.
• Organiser des \xc3\xa9v\xc3\xa9nements d\'entreprise qui renforcent l\'esprit d\'\xc3\xa9quipe et la culture d\'entreprise, de la planification logistique \xc3\xa0 l\'ex\xc3\xa9cution.
• Veiller \xc3\xa0 ce que le bureau soit bien approvisionn\xc3\xa9 et fonctionnel en g\xc3\xa9rant efficacement les fournitures et l\'\xc3\xa9quipement.
• Offrir une assistance directe, si n\xc3\xa9cessaire, \xc3\xa0 l\'\xc3\xa9quipe charg\xc3\xa9e des op\xc3\xa9rations au comptoir, afin d\'aider \xc3\xa0 fournir un service de qualit\xc3\xa9 aux clients sur place.

APTITUDES ET COMP\xc3\x89TENCES REQUISES

• Excellentes aptitudes \xc3\xa0 la communication, tant \xc3\xa0 l\'\xc3\xa9crit qu\'\xc3\xa0 l\'oral.
• Agile et capable de s\'adapter rapidement, en particulier aux nouvelles technologies.
• Sens de l\'organisation av\xc3\xa9r\xc3\xa9 et capacit\xc3\xa9 \xc3\xa0 \xc3\xa9tablir des priorit\xc3\xa9s de mani\xc3\xa8re efficace.
• Respecter des normes \xc3\xa9thiques \xc3\xa9lev\xc3\xa9es et faire preuve de discr\xc3\xa9tion \xc3\xa0 l\'\xc3\xa9gard d\'informations sensibles.
• Forte orientation vers l\'excellence du service \xc3\xa0 la client\xc3\xa8le.
• Comp\xc3\xa9tences techniques/professionnelles :
• Vaste exp\xc3\xa9rience (sept ans au minimum) en tant qu\'assistant de direction.
• Comp\xc3\xa9tences interm\xc3\xa9diaires dans les applications Microsoft Office telles que Word, Power Point, Outlook et Teams.
• Ma\xc3\xaetrise d\'Excel et capacit\xc3\xa9 \xc3\xa0 s\'adapter rapidement \xc3\xa0 des outils tels que ChatGPT.

Le candidat doit interagir avec des professionnels internationaux, tels que des avocats et des institutions financi\xc3\xa8res, ainsi qu\'avec des employ\xc3\xa9s hors du Qu\xc3\xa9bec et des \xc3\x89tats-Unis. Il a examin\xc3\xa9 des documents juridiques internationaux (par exemple, des brevets), annot\xc3\xa9, \xc3\xa9dit\xc3\xa9 et signal\xc3\xa9 des probl\xc3\xa8mes dans des documents, ce qui exige une excellente compr\xc3\xa9hension de la langue anglaise.About Kitco Metals Inc.:Founded in 1977, Kitco Metals Inc. is headquartered in Montreal and has offices in New York and Hong Kong. Kitco is one of the largest retailers of precious metals in the world, and a specialized supplier of refining services. The company is an authorized reseller of products made by some of the most prestigious government mints. Kitco\xe2\x80\x99s website, the world\xe2\x80\x99s #1 precious metals reference, is visited by close to a million people every day. A leading industry innovator, Kitco was one of the first precious metal companies to offer free real-time market information applications for smart phones.

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