Executive Assistant

Description du poste

The Executive Assistant is responsible for coordinating the general office operations, scheduling appointments and meetings as well as supporting the onboarding process of new staff. Additional tasks include updating organizational charts, purchasing office supplies, maintaining organized stock rooms and acting as a SharePoint Administrator. The incumbent supports the Vice-President (VP) Controller and Treasurer and VP Procurement and Supply as well as their respective teams. The role coordinates special events such as townhalls and training seminars.

Responsabilités principales

Tâches d’assistant(e) exécutif(ve)

• Manage complex and dynamic calendars for both VPs, including scheduling meetings, appointments, travel, and internal/external engagements
• Serve as a primary point of contact for internal and external stakeholders.
• Maintain head count report
• Conduct research to prepare and gather briefing materials, agendas and decks for all executive level meetings
• Prioritize and coordinate requests based on urgency, strategic importance, and availability.
• Ensure that quarterly and monthly meetings are scheduled at least one year in advance
• Organize meetings with full end to end logistics (rooms, technology, catering, documentation)
• Develop and maintain alert systems for upcoming deadlines on incoming requests, projects and events
• Prepare and process expense reports in accordance with corporate policies
• Maintain an organized filing system for various documents

Coordination des bureaux

• Prepare organizational charts and analysis for each function within departments on a quarterly basis
• Update content on several SharePoint websites including editing text, changing contacts, adding documents and modifying links
• Plan and coordinate training seminars, town halls, holiday and summer events for the teams
• Arrange business travel, including transportation, accommodations, and itineraries
• Process invoices and ensure payments are completed within deadlines
• Maintain and update email distribution and permission lists for booking conference rooms
• Update and coordinate seating plans and move requests with Facilities Coordinator
• Manage office resources including copiers, IT equipment and stationary supplies
• Produce communications to inform employees on important items, such as job openings and events
• Draft, edit, proofread, and format correspondence, presentations, and confidential documents
• Translate documents from English to French
• Facilitate clear communication across Finance, Treasury, Procurement, and other corporate functions
• Ensure support for ad-hoc projects

Conditions de travail

The role has standard working conditions in an office environment with a regular workweek from Monday to Friday. The incumbent is required to move and organize office supplies approximately 10% of the time. Due to the nature of the role, the incumbent must be able to meet tight deadlines, handle pressure and manage stress. Occasional evening and weekend work may be required to meet organizational needs.

Exigences

Expérience

• Minimum 7 years of administrative or office management experience

Éducation / Certification / Désignation

• College Degree

Compétences

• Exercises high level of discretion and sound judgment with sensitive and confidential information.
• Inspires others with impactful communications and adapts to the audience
• Shares information
• Makes informed and timely decisions to get things done
• Collaborates with key stakeholders to enable higher productivity
• Cultivates relationships
• Solves problems using analytical thinking
• Responds with agility
• Displays a customer centric attitude
• Time Management
• Demonstrates organizational abilities and attention to details

Compétences techniques / Connaissances

• Advanced skills in Microsoft Word, Excel, and PowerPoint.
• Systems, Applications and Products (SAP)
• Org Chart Plus, Visio
• SharePoint
• Power PDF Advanced