About the role
As Alice & Bob continues to grow, the pace of decision-making and the operational complexity across the Leadership Team are increasing significantly.
We are looking for a highly organized and proactive Executive Assistant to the Leadership Team who will play a key role in enabling our leaders to focus on strategic priorities by taking full ownership of scheduling, travel, events, and day-to-day coordination activities.
Reporting to the Chief of Staff, you will work closely with all members of the Leadership Team and become a trusted operational partner, ensuring that complex logistics are handled smoothly, reliably, and with great attention to detail.
Responsibilities:
Manage complex calendars and meeting coordination
Coordinate and optimize busy executive calendars
Schedule and reschedule high-complexity meetings involving multiple stakeholders, recurring formats, and external constraints
Anticipate and resolve scheduling conflicts proactively
Coordinate business travel end-to-end
Organize domestic and international travel (flights, accommodation, ground transportation)
Manage changes, cancellations, and last-minute adjustments with a solution-oriented mindset
Organize internal and external events
Plan and execute offsites for teams and departements, leadership seminars, and team events
Coordinate external conferences and multi-day workshops
Support office layout and seating projects in collaboration with IT and Office Management teams
Provide high-reliability operational support
- Handle expense follow-ups, room logistics, bookings, and other operational tasks with rigor and consistency
Prepare and format documents, presentations, and decks as needed
Take meeting notes and follow up on action items when required
Requirements:
2–3+ years of experience in an Executive Assistant, Office Management, or Project Coordination role
Bachelor’s degree or equivalent experience
- Strong written and verbal communication skills in both French and English
Excellent organizational and prioritization skills
Strong attention to detail and reliability under changing priorities
Ability to manage multiple stakeholders simultaneously
- High level of autonomy and ownership
Comfortable with both high-visibility executive support and lower-visibility operational tasks
Proficiency with calendar management, travel booking, and presentation/document tools
Recruitment process:
- Screening Call with Sylamite, Talent Acquisition Specialist (30 min)
- Hiring Manager Interview with Hector (45 min)
- Technical Interview/Presentation with the Team (90 min)
- Leadership Interview + Fit Interview (60 min)
- Reference check
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