About the role

We’re looking for an Executive Assistant to join our Corporate Legal team!

What you’ll do here:

• Provide executive support to two Vice Presidents, Legal Corporate Affairs, which includes managing and organizing their calendars, making travel arrangements, scheduling and attending meetings as required, recording minutes, completing and filing expense reports, writing correspondence, etc.

• Support the entire Montreal Legal team, which includes filing confidential employee documents, ensuring appropriate hospitality services are arranged, preparing team meeting agendas, preparing document packages for various meetings, tracking timesheets, ordering supplies and maintaining inventory/equipment and distributing mail.

• Set up project meeting invitations, room reservations and equipment as needed, and publish meeting agendas.

• Provide ongoing technical support to the team (including onboarding assistance to new employees) through your technical knowledge of systems and software.

• Actively participate in special projects and any other related tasks, which include updating project documentation and publishing.

• Plan, coordinate, attend, and provide day-of support for department and offsite events, including fundraising and staff functions.

• Run confidential reports, create PowerPoint presentations, Word documents, and Excel spreadsheets on results.

• Assist with the annual budgeting process.

• Provide backup support to other Executive Assistants.

What you bring to the table:

• College diploma in administration or secretarial studies or equivalent combination of education and experience

• Minimum of three (3) years experience

• Demonstrates exceptional attention to detail

• Strong business acumen and professionalism

• Able to handle multiple competing priorities and deadlines

• Proactive, self-motivated, and demonstrates initiative

• Proficiency in MS Office (Word, Excel and PowerPoint)

• Excellent communication skills, both written and verbal

• Bilingualism (English/French) is required. Needs to interact on a regular basis with colleagues across the country.

• No Canadian work experience required however must be eligible to work in Canada.