Executive Assistant to the Managing Director
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About the Role
We are seeking a sharp, driven, and highly organized Executive Assistant (M/F) to provide high-level administrative and operational support to the President/Founder and the Managing Director. In this fast-paced executive office, you will serve as the central point of coordination—protecting executive time, anticipating needs, and ensuring seamless daily operations. This role is ideal for an ambitious, energetic professional eager to work closely with top management and make an immediate impact.
Key Responsibilities
- Executive Coordination & Scheduling: Manage and optimize complex executive calendars, schedule internal and external meetings, and coordinate logistics.
- Reminders & Follow-Ups: Act as a reliable proactive buffer—tracking critical deadlines, deliverables, and upcoming priorities to ensure nothing falls through the cracks.
- Communication & Gatekeeping: Screen, triage, and handle incoming phone calls, emails, and executive correspondence with exceptional tact, professionalism, and discretion.
- Visitor & Partner Reception: Welcome high-level partners, clients, and visitors with poise and executive presence.
- Meeting Preparation: Prepare agendas, collate briefing materials, take accurate minutes when needed, and track action items post-meeting.
- Document Management & Reporting: Draft, review, and format bilingual documents, presentations, memos, and reports.
- Travel & Logistics: Organize occasional travel itineraries, bookings, and logistical arrangements. Requirements & Qualifications
- Languages (Non-Negotiable): Full professional fluency in both English and French (written and spoken) is mandatory. You will be communicating daily in both languages; anything below fluent proficiency will not be considered.
- Mindset & Drive: Energetic, determined, and solutions-oriented. A self-starter who takes ownership of tasks and operates with high accountability.
- Organizational Excellence: Meticulous attention to detail, strong time-management skills, and the ability to prioritize effectively in a dynamic environment.
- Discretion & Confidentiality: Absolute integrity and trustworthiness when handling sensitive business and executive matters.
- Tech-Savvy: Proficiency with modern productivity tools, Google Workspace / Microsoft 365, and digital scheduling platforms.
- Communication
Skills:
Excellent interpersonal, verbal, and written communication skills across all organizational levels. Work
Location:
In person
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