Executive Assistant

Fromagerie St-Albert Co-op Inc.
Location: St-Albert, Ontario
Posted: January 25th 2025
Deadline: March 7th, 2025

Description:

Working at the St-Albert Cheese Co-op means working for and with people that care about your success and well-being because we know that our employee’s success is ours and people are at the center of our daily priorities! If you would like to join a place that promotes from within and will be around for another 130 years, then we want to meet you!

We are recruiting for a bilingual Executive Assistant. This is a full-time position.

The Executive Assistant’s role is to ensure that administrative activities are carried out efficiently and on time, so as to facilitate and improve the organization, planning and monitoring of the cheese factory’s various files. The Executive Assistant is responsible for carrying out complex and confidential administrative, secretarial and clerical tasks and duties. He/she should demonstrate a high degree of flexibility and ability to react in emergency situations and be able to work well under pressure.

Responsibilities:

• Act as a point of contact between directors, employees, customers, and external partners, to reduce the workload of superiors. Provide constant support to superiors and the management team.
• Manage the flow of information quickly and accurately.
• Supervise the performance of other office staff.
• Manage executives’ schedules and organize meetings.
• Organize travel and accommodation.
• Play the role of office manager by monitoring compliance with rules and managing inventory of office supplies.
• Draft communications for internal and external distribution including memos, emails, presentations, reports.
• Screen communications and transferring telephone calls.
• Plan meetings, take notes and make the necessary arrangements to ensure that everything runs smoothly (welcoming participants, booking rooms, catering, etc.).
• Preparing and forwarding agendas for certain meetings, taking notes, and forwarding minutes.
• Plan and coordinate various special projects, seminars or events organized by superiors.
• Coordinate and manage staff and member files and databases.
• Support the human resources department in the administrative management, coordination, and support of different human resources processes.
• Support senior management in the production of reports relevant to decision-making and in the preparation of documentation, policies and presentations required by superiors and by committees.
• Manage donations and sponsorships on behalf of the cheese factory.
• File and manage documentation for both administrative and non-administrative purposes.
• Maintain all minutes and official records.
• Translate various documents from French to English and vice versa.
• Able to discuss with various internal and external stakeholders on behalf of superiors.
• Participate in any other related activities, projects or tasks as required.

Qualifications:

Education:

• Bachelor’s degree or equivalent work experience (minimum 10 years) as an executive assistant, or
• A combination of equivalent experience and a college diploma in general administration or office technology with a specialization in office coordination, secretarial or any other appropriate discipline, or
• Any equivalent experience and education.

Additional Qualifications:

• Excellent French and English skills (oral and written), combined with strong writing skills in both languages.
• Excellent communication skills in letter writing, document editing and the preparation of reports and presentations.
• Able to exercise the utmost discretion in handling information and files.
• Proficiency in the Windows environment and Microsoft Office software.
• An acute sense of discretion, confidentiality, and professionalism.
• Loyalty and a sense of responsibility.

Additional Information:

Please send your resume and cover letter referencing Bilingual Executive Assistant 2024-0016.

Contact Information:

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