Executive Administrative Assistant

About the role

We are seeking a proactive, highly organized Executive Administrative Assistant to support three senior leaders across our Americas region. Based in our New York office, you will work closely with executives in both New York and Montreal, ensuring seamless calendar, travel, and meeting coordination.

Key responsibilities

• Own and manage complex calendars for three executives, scheduling internal and external meetings while anticipating conflicts.
• Prepare meeting agendas, briefing notes, and follow‑up materials.
• Book flights, hotels, ground transportation, visas and create detailed itineraries for travel across the US, Canada, and internationally.
• Handle real‑time travel changes with speed and composure.
• Reconcile travel expenses, manage expense reports, vendor invoices, and corporate card statements.
• Coordinate recurring leadership meetings, quarterly business reviews, and off‑site events.
• Serve as a trusted point of contact for clients, partners, and internal stakeholders.

Required profile

• Excellent organizational and time‑management abilities.
• Calm under pressure with strong judgment.
• Proactive mindset; anticipates needs before they are voiced.
• Bilingual in English and French.
• Experience supporting senior executives in a fast‑paced environment.

Required skills

What we offer

• Visibility and impact within a high‑growth leadership team.
• Collaborative, energetic culture across two major North‑American cities.
• Opportunities to work on diverse, high‑stakes projects.