Executive Assistant

Role Overview

The Executive Assistant position demands a highly reliable, proactive, and meticulous professional capable of thriving in a fast-moving senior executive setting. Candidates suitable for this role include those with substantial experience supporting C-suite or senior leadership figures, demonstrating professionalism, discretion, and sound decision-making in complex corporate environments. Alternatively, ambitious professionals with proven administrative, organizational, and communication strengths looking to broaden their exposure to executive operations, stakeholder relations, strategic coordination, and project management may also find this opportunity fitting.

Primary Responsibilities

• Efficiently manage intricate and frequently changing calendars, coordinating closely with senior internal stakeholders, clients, and executive leaders.
• Anticipate scheduling conflicts, resolve time-sensitive priorities, and coordinate logistics across various locations and time zones.
• Organize detailed meeting arrangements including conference calls, venue bookings, catering, and audiovisual support, ensuring all necessary documentation and agendas are prepared and accessible beforehand.
• Serve as a dependable administrative partner by addressing inquiries proactively, grasping senior managers’ priorities and relationships, and maintaining confidentiality at the highest level.
• Handle detailed messaging, track pending actions, and provide support for special projects such as offsite events, team meetings, recruitment processes, and administrative tasks like printing and ordering business cards.
• Arrange and oversee complex travel plans encompassing flights, accommodation, visas, and ground transport in strict adherence to company policies, while managing timely and accurate expense reporting and event-related financial processes.
• Collaborate with fellow assistants and cross-regional teams to offer backup coverage, maintain detailed handover notes, and build productive networks internally and externally.
• Provide on-site support for the Montreal team including coordination of room bookings, local team gatherings, and office logistics to ensure smooth daily operations.

Required Skills and Qualifications

• Demonstrated experience in executive or senior leadership support roles.
• Strong commitment to ownership with the ability to follow through on tasks without continuous oversight.
• Exceptional communication skills, written and spoken, to interact with diverse stakeholders confidently and professionally.
• Extraordinary attention to accuracy, organization, and detail.
• Exemplary judgment and discretion in managing confidential data.
• Ability to remain composed under pressure, adeptly managing competing priorities and urgent issues.
• Highly organized with superior skills in time management, prioritization, and multitasking.
• Proactive, resourceful, solution-driven, and accountable in approach.
• Skillful at anticipating needs and working independently, especially during executive absences or travel.
• Personable, polished, and capable of quickly gaining trust and credibility among senior executives and partners.
• Collaborative mindset with proven ability to support team environments.
• Strong work ethic and professional integrity.
• Flexible availability to work overtime when necessary.
• Proficient in Microsoft Office applications such as Outlook, PowerPoint, Excel, Word, and Teams.
• Competent in drafting, editing, and reviewing polished business documents and communications.
• Typing speed of at least 50 words per minute.
• Willing to undergo ongoing training related to Brokerage systems and company policies.

Key Personal Attributes

• Trusted and discreet nature
• Exceptional organizational and detail orientation
• Proactive and anticipatory approach
• Clear, polished communication
• Calmness under pressure
• Comfort interacting with senior executives and external partners
• Sound business judgment
• Team-focused and cooperative
• Resourceful and solution-oriented
• Ability to navigate complex corporate settings professionally