Executive Assistant

Description du poste

Contribute to the success of strategic initiatives at the heart of a dynamic, innovation-driven organization!

The Strategic Planning team is looking for a passionate Executive Assistant interested in combining their strong organizational and people skills with the ability to coordinate a wide range of activities in support of high visibility executive meetings throughout the year. In this role, you will join a small collaborative team as part of the company's strategic planning team which supports CGI's leaders with shaping the strategy of one of the world's largest end-to-end IT and business consulting services firms.

Work model: Onsite
Location: Montréal

Responsabilités futures et tâches

Reporting to the Senior Vice President, you will be tasked to support the achievement of our business objectives. In this role, you will have the opportunity to showcase your organizational skills and relationship building ability by working closely with the executive team and members of the strategic planning team from across the globe.

Your responsibilities will range across all areas of executive assistance, including event/meeting, planning, management, and support, including:

Gestion des événements et des réunions exécutives et à forte visibilité

• Plan and organize executive and internal meetings by proactively managing calendars, invitations, and logistics
• Support on site event logistics, including meeting registration setup, badging, breakout group and table seating assignments, signage, décor, and transportation coordination
• Coordinate set up and tracking meeting registration with the events management team using an event management tool
• Handle first level questions from meeting participants and direct them accordingly

Administration de soutien et de préparation

• Prepare meeting agenda and follow up documentation.
• Ensure up to date management and tracking of the enterprise events calendar.
• Maintain accurate master lists of participants and the events calendar.
• Maintain planner notes of all meetings and events.

Conformité administrative financière et générale

• Manage administrative procedures for purchase requests, travel requests, expenses, and approvals.
• Ensure compliance with administrative processes for the team, including tracking and follow up for purchase requests, contractual engagements, and timesheets.
• Update budget files for event managers or owners to ensure accurate visibility into costs.

Communication et gestion des parties prenantes

• Prepare, revise, and distribute internal communication in both English and French

Dossiers et infrastructure de l’équipe

• Contribute to the team's management of the collaborative environment (SharePoint, Teams) and maintain team records.
• Track and follow up on mandatory learning for the team.

Qualifications requises

• Certification or college diploma (DEC) or relevant experience in a similar position
• 5 years of dedicated experience as an executive assistant
• Strong ability to write, revise, edit written communication in English and French, including presentation material. Note that most business is conducted in English given the global nature of the role.
• Excellent organizational skills with precise, conscientious attention to detail
• Demonstrated experience in working in an environment requiring discretion and reliable handling of confidential information
• Ability to maintain excellent business relationships with all stakeholders, including executive assistants, executives, internal teams, and external partners.
• Intermediate to advanced Microsoft Office skills, particularly PowerPoint, Word, Sharepoint, and Excel
• Strong collaboration skills and ability to build positive relationships with a range of internal and external stakeholders
• Ability to work on a variety of projects across internal clients
• Knowledge of event logistics elements, including food & beverage, event management tools, and AV
• Ability to work flexible hours in line with business needs and critical deadlines
• Quick learner, self starter and flexible to adjust priorities and deliverables within tight deadlines
• Strong analytical skills, capable of managing multiple tasks in parallel
• Professional mindset, fostering collaboration and positive team interactions
• Discretion in handling and/or having access to details of executive level meetings
• Client focused, excellent at listening and understanding client requirements; Solution driven, positive attitude who delivers results on time, on budget, and who demonstrates personal accountability
• Intellectual curiosity – asks questions and strives to find new and innovative ways to complete tasks
• Project management experience will be considered an asset
• Excellent communication skills in both French and English (spoken, written)

Location: Montreal
Work mode: Hybrid

CGI is providing a reasonable estimate of the pay range for this role. The determination of this range includes factors such as skill set level, geographic market, experience and training, and licenses and certifications. Compensation decisions depend on the facts and circumstances of each case. A reasonable estimate of the current range is 50 $ et 75 $. This role is an existing vacancy.

#LI-AL10

Bilingualism (French and English) is required for this position due to the nature of the role requiring interaction with national and global clients.

Compétences

• English
• French
• Communication
• Copywriting
• Detail-oriented
• Learning Agility
• MS Office