Executive Assistant

What are your contributions to the team?

To be successful in this role, you will need to gain a full understanding of the organization. You will be required to think analytically, exercise sound judgment and discretion, and independently assess and resolve complex situations. You will be able to communicate effectively and articulately with all levels of the organization. You will demonstrate flexibility and the ability to calmly manage and respond to multiple priorities and shifting demands while maintaining the appropriate sense of urgency and professionalism. This position will need to provide efficient virtual/remote support.

In your role, you will:

• Coordinate the CIO’s agenda, i.e. schedule/coordinate meetings (internal and external), ensure meeting requirements are prepared/scheduled (attendees, meeting logistics, documentation)
• Accomplish administrative tasks, which require a thorough comprehension of the business activities and practices
• Manage day-to-day activities (review EVP’s emails, phone calls, etc.), ensuring she is kept up to date on requirements and timelines
• Coordinate meetings, appointments, travel reservations and organize business trips for the leaders you will support
• Plan yearly budget and headcount, ensure monthly follow-up on spending and invoice payments
• Ensure follow up on activities and files
• Compile and update data for various reports
• Create and maintain databases / lists
• Prepare and verify expense claims in accordance with company policies
• Make decisions and recommendations within the authorized guidelines and procedures
• Use judgment and initiative to plan and organize the assigned tasks
• Perform other duties as assigned.
   

How to thrive in this role?

• You are able to work in a minimal supervision environment, involving coordination and organization of work methods for the assigned duties
• You are a team player
• You hold a College Diploma in office management or the equivalent
• You have more than 10 years of relevant experience or equivalent combination of education and experience
• You have an extended knowledge of computer applications (SAP, Concur, Excel, Word, Powerpoint, Salesforce.com, etc.)
• You are bilingual, English and French, spoken and written (perfect command of terminology, syntax, grammar and punctuation)
• You are able to work under pressure and handle multiple priorities.