Executive Administrative Assistant

About the role

Reporting directly to the Vice President of Communications and Marketing, you will provide comprehensive administrative support to senior leadership and the broader department. This position ensures smooth daily operations, enabling the team to focus on business development, talent attraction, and employee engagement.

Key responsibilities

• Manage the VP’s calendar, schedule meetings, book rooms, and coordinate travel logistics.
• Prepare agendas, draft documents, and create presentations for team meetings.
• Serve as the primary contact for departmental requests, handling the Communications inbox and coordinating internal initiatives such as employee gifts.
• Oversee accounting‑related tasks: invoice tracking, budget reporting, credit‑card reconciliation, and expense report preparation.
• Support onboarding activities, including IT equipment allocation, access provisioning, and timesheet approval.
• Coordinate events, photo/video shoots, and maintain the virtual library on SharePoint.
• Facilitate team engagement activities, including birthdays, team‑building events, and monthly meetings.

Required profile

• Minimum 5 years of experience in an administrative or team‑support role.
• Diploma of Vocational Studies (DVS) or Attestation of College Studies (ACS) in a related field.
• Fluent in both French and English, spoken and written.
• Strong attention to detail, ability to manage multiple priorities, and high level of discretion.
• Excellent organizational skills, political acumen, and sound judgment.

Required skills

• Advanced knowledge of Microsoft Word, Excel, PowerPoint, and Outlook.
• Proficiency with SharePoint for document management.

What we offer

• Hybrid work model.
• RRSP matching up to 5%.
• Employee stock ownership program.
• Transit pass reimbursement and a minimum of 4 weeks vacation from day one.
• Career growth through real development opportunities.