Assistant(e) Exécutif(ve) / Executive Assistant

Role: Assistant(e) Exécutif(ve) / Executive Assistant

Permanent on-site position

Located: Montréal, Québec

Our client is an R&D and innovation design house. They tackle pressing problems through the development and application of cutting-edge technologies. They create systems, products, and solutions that solve real world problems and are ready for commercialization.

THE OPPORTUNITY

The Executive Assistant will support our senior executive team. The ideal candidate will manage administrative tasks, coordinate meetings, handle confidential information, and act as a liaison between the executive and internal/external stakeholders. This role requires exceptional multitasking abilities, strong communication skills, and the ability to anticipate the needs of the executive.

WHAT YOU WILL DO

1. Manage and maintain the executives schedule, including scheduling meetings, appointments, and travel arrangements.
2. Coordinate internal and external meetings, ensuring all logistics, materials, and resources are prepared in advance.
3. Act as the primary point of contact between the executive and internal/external stakeholders, handling inquiries, correspondence, and phone calls in a professional manner.
4. Organize and coordinate domestic and international travel arrangements, including flights, accommodations, transportation, and itineraries.
5. Prepare meeting agendas, take minutes, and follow up on action items to ensure timely completion.
6. Maintain and organize confidential files, records, and documents in both electronic and physical formats.
7. Assist in managing projects and initiatives, tracking progress, and ensuring deadlines are met.
8. Process expense reports, track expenses, and ensure all receipts and documentation are accurately submitted in a timely manner.
9. Build and maintain strong relationships with internal teams, clients, partners, and vendors.
10. Handle ad-hoc requests, special projects, and administrative tasks as required to support the executive's needs.
11. Monitor budgets for travel, meetings, and other activities, ensuring adherence to financial guidelines.
12. Conduct research, gather information, and provide insights to support decision-making.
13. Assist with preparing and distributing reports, presentations, and other materials.
14. Arrange and manage all aspects of meetings, conferences, and events, including venue bookings, catering, and technology setup.
15. Ensure all travel logistics are arranged efficiently and cost-effectively.
16. Draft, edit, and proofread emails, reports, presentations, and other documents as needed.

WHO YOU ARE

1. Bachelors degree in business administration.
2. Minimum of 3-5 years of experience as an Executive Assistant or in a similar administrative role supporting senior-level executives.
3. Proven experience in managing complex calendars, travel arrangements, and confidential information.
4. Proficiency with computers, especially MS Office.
5. Strong problem solving, critical thinking, coaching, interpersonal, and verbal and written communication skills.
6. Exceptional leadership and time, task, and resource management skills.
7. Ability to plan for and keep track of multiple projects and deadlines.
8. Familiarity with budget planning and enforcement, human resources, and customer service procedures.

Fluid thanks you for your interest in this opportunity. However, only candidates with the required skills will be contacted.

Fluid is committed to the principles of equal employment opportunity and affirmative action. We welcome and encourage diversity in our workplace.

Candidates must be qualified to work in Canada.