Executive Assistant & Office Manager

PURPOSE

The Executive Assistant / Office Manager role is a dynamic and critical position, designed for a proactive and detail-oriented professional who thrives in a multifunctional role. In this capacity, you will ensure seamless office operations and provide top-level administrative support to our President, playing a key role in driving organizational success.

KEY RESPONSIBILITIES AND ACCOUNTABILITIES 

The responsibilities of this position include, but are not limited to the following:

• Provide comprehensive administrative support to the President, enhancing their capacity to lead effectively.
• Manage vendor contracts to ensure the office is well-equipped and operations run smoothly at the best cost.
• Oversee the maintenance and aesthetic of the office, creating an inviting and productive workspace.
• Coordinate with real estate professionals and legal advisors to manage property dealings efficiently.
• Monitor expenditures, oversee purchases, and ensure fiscal practices align with budgetary standards.
• Research and negotiate with vendors to undertake maintenance and renovation projects that add value.
• Utilize and manage data in Excel to streamline processes and enhance office efficiency.
• Collaborate with security staff and services to maintain a secure and safe working environment.
• Prepare eloquent correspondence and presentations that resonate with both internal and external audiences.
• Maintain meticulous records and manage information flow to support executive decision-making.
• Plan and execute meetings and events with precision, ensuring every detail is perfectly aligned.
• Take the helm on special projects, from strategic planning to budgeting, impacting company-wide initiatives.
• Gather and analyze data to support diverse projects, delivering insights that propel strategic decisions.
• Serve as the pivotal point of contact between the executive team and stakeholders, enhancing collaboration and communication.
• Organize corporate events that build team spirit and company culture, from logistical planning to execution.
• Keep the office stocked and functional by efficiently managing supplies and equipment.
• Offer direct assistance, when needed, to the counter operations team, helping deliver outstanding service to customers on site.

REQUIRED SKILLS AND COMPETENCIES

• Superior communication skills, both written and oral.
• Agile and able to adapt quickly, especially to new technology.
• Proven organizational prowess, with a knack for prioritizing effectively.
• High ethical standards and discretion with sensitive information.
• Strong orientation towards customer and client service excellence.

Technical/Professional Competencies:

• Extensive experience (minimum seven years) as an Executive Assistant.
• Bilingual in English and French.
• Intermediate abilities on Microsoft Office applications like Word, Power Point, Outlook, and Teams.
• Proficiency in Excel and ability to adapt quickly to tools like ChatGPT.

The candidate must interact with international professionals, such as lawyers and financial institutions, as well as with employees outside Quebec and the United States. They have reviewed international legal documents (e.g., patents), annotated, edited, and reported problems in documents, requiring an excellent understanding of the English language.