Executive Assistant

The incumbent is responsible for a wide variety of administrative responsibilities to support the Chief Financial Officer (CFO), the Vice President, Legal Affairs & Corporate Secretary, as well as other executives as needs arise, in their work. This is a unique opportunity to bring on board an experienced Executive Assistant to directly support the Executive Leadership team. As the Executive Assistant, you play a pivotal role in optimizing and enhancing the productivity of the CFO and VP, Legal Affairs & Corporate Secretary by providing seamless administrative support. This role provides consistently strong executive-level support as the primary liaison for a wide variety of internal and external stakeholders across Canada and the United States on a diverse range of matters.

The Role

• Provide advanced and confidential administrative support to the executives daily;
• Maintain a busy and ever-changing calendar with constant communication and follow-ups; participate in Finance leadership team meetings and take summary notes;
• Plan and coordinate meetings, including necessary material, and conference calls;
• Manage incoming and outgoing email and phone communication, ensure timely flow of information to and from the executives;
• Organize travel arrangements, including but not limited to detailed plans, itineraries, and schedules;
• Take charge of specific projects that may be assigned by executives;
• Consolidate and review important documents to ensure no mistakes are left behind;
• Screen, respond to and redirect mail and email, as appropriate; follow up on deadlines and commitments to ensure all business items are appropriately executed;
• Manage relations internally and externally; act as both an ambassador and gatekeeper as the situation requires;
• Ensure follow-ups on assigned files and/or mandates;
• Help manage social media accounts on behalf of the executives;
• Help manage the annual budget and manage expense reports of executives;
• Help the VP, Legal Affairs & Corporate Secretary with duties such as internal filing, Board materials and communications, filing of corporate reports and amendments, keeping track of renewals, amongst others;
• Approve invoices, under clear guidelines and delegation of authority chart;
• Support activities such as townhall meetings organization;
• Support senior members of the Finance team, Legal team and others as needs arise;
• Support the Executive Assistant to the President and CEO as needed;
• Collaborate on any ad hoc relevant demand that may arise.

The requirements

• 10+ years’ experience as an Administrative or Executive Assistant; experience supporting an executive is a definite asset;
• Experience in a similar role in a public company is a definite asset;
• Organized with strong follow-up and priority management skills;
• Resourceful with a strong ability to multitask;
• Responsible, flexible, discreet (able to manage confidential and sensitive matters);
• Ability to work with constantly changing priorities;
• Flexibility in the working hours, most notably during the weeks leading up to and including the Board Meetings;
• Adaptability, maturity and open-mindedness;
• Autonomous with initiative and good judgement; ability to work with little to no supervision;
• Excellent interpersonal and communication skills;
• Fluent both in French and English;
• Strong sense of tact and diplomacy, combined with quality service delivery;
• Strong sense of responsibility and pride in a job well done;
• Excellent ability to understand issues and solve problems;
• Ability to work in a fast paced, multi-tasking environment;
• Excellent organizational and time management skills, as well as a sustained ability to prioritize tasks and make informed decisions.

Over and above a competitive salary and bonus plan, registered retirement savings, and flexible group insurance with personalised coverage that meets your needs, you will be at the forefront of a growing organisation that understands the importance of investing in people.

You and your family can enjoy our employee discount at Garage and Dynamite, private sample sales throughout the year and many other exciting perks, including a very flexible vacation program.

Our promise…
No day will be like the last—we aim to be better today than we were yesterday. We are committed to employment equity.

Candidates that are retained will be called for an interview.