Job Description

Description

Bilingual Executive Assistant
Full time Permanent

Location: Montreal, Hybrid (Must work 3 days per week in the office)
Hours: Monday – Friday, Core Hours 9:00 am – 5:00pm (40 hrs./week). Client is flexible with hours.
Salary: Up to $85K

Company:

Our client converts life insurance policies into funding that supports cutting-edge medical research.  Their programs provide critical support to patients and fund advancements in cancer, cardiology, pediatric spine disorders, gastroenterology, allergy, pregnancy, inflammation, and mental health.  They are a high-performing, mission-driven organization that thrives on challenge, resilience, and creativity. If you're ready to work with purpose and make a measurable difference.

Perks:

• Collaborating with an accomplished Founder and philanthropist
• Comprehensive training
• Competitive salary and flexible work options.
• Flexible schedule for personal time off and appointments.
• Growth potential.
• Company paid Investment courses and training – public speaking.
• A meaningful opportunity to change lives through philanthropy.
• A collaborative and purpose-driven workplace.
• Professional development opportunities in an emerging space at the intersection of finance, health, and charitable giving.
• 3 weeks' vacation

Responsibilities

Summary:

Our client is looking for a proactive and meticulous Executive Assistant to lead the administrative duties for the Chairman and Director of the organization. This position needs someone who is comfortable and excited to represent the Office of the Chairman and Director with professionalism, quickly adapting to change and remaining cool under pressure. This role requires a prominent level of ownership and organization, the ability to juggle and correctly prioritize multiple tasks and projects, connect dots to make informed recommendations and decisions, and provide leverage for the President.

Responsibilities:

• Be the primary contact for all tasks pertaining to the Chairman and Director and represent the brand of the company with professional, enthusiasm, and optimism.
• Answer incoming calls, respond to email inquiries, and provide support as required by capturing detailed, inclusive messages that allow the executive to respond effectively, and screen executive emails to support prioritization.
• Organize and coordinate logistics of executive meetings, events and offsites through heavy partnership and collaboration with other departments. Logistics include catering, room/venue booking, audio/video and other essential services as needed to ensure meetings run smoothly.
• Prepare agendas and itineraries for meetings and attend meetings as needed, capturing and synthesizing minutes when required.
• Generate and manage executive task lists layering in on judgment, timelines, and priorities.
• Provide heavy and detailed proactive calendar management, interacting with both internal and external executives, assistants, and other stakeholders to coordinate a variety of complex executive meetings. This will include accurate and verified subjects, attendees, supporting documentation and preparation.
• Lead the executive administrative professional community, mentoring others and supporting community engagement and involvement (including, but not limited to, organizing team meetings, celebratory events and supporting the performance management cycle)
• Coordinate and book all travel and manage all expenses, including creating detailed itineraries and supporting sometimes frequent and time-sensitive changes as needed.
• Assist the Chairman and Director with the preparation and distribution of presentation materials, including decks, speaking notes, and so on
• Maintain the highest level of customer service externally and internally across the entire business.

You should apply if you:

• Have worked with, and represented, the most senior leaders in an organization with success and the highest level of professionalism and care.
• Can take what others see as chaos and create a clear plan through organization and attention to detail.
• Are passionate about making a difference in the world!
• Gain deep personal satisfaction from problem solving, driving results, and ensuring a job well done.
• Are exceptionally meticulous, easily finding typos and correcting inaccuracies and inconsistencies and are proactive in finding ways around, through, or over any hurdle in your path
• Are a multitasker, juggling multiple projects and deadlines simultaneously while maintaining your focus and comfort with evolving priorities.
• Are a skilled written and verbal communicator.
• Have a growth mindset, can learn from your mistakes, and are always seeking new knowledge.
• Love doing things efficiently.
• Constantly strive to make things better

Qualifications

• Bilingual Fluent in English and French.
• Experience in life insurance, financial services, or wealth management is a major asset.
• 7+ Years of experience supporting a senior executive level providing strategic counsel, technical expertise, critical analysis and acting as a trusted confidant, preferably in the financial industry, including areas of travel, communication, meeting coordination, reports, projects
• Bachelor's Degree is an asset
• Can maintain a high level of confidentiality
• Solid organizational and problem-solving abilities.
• Advanced Microsoft office skills.
• Able to operate in a fast-paced environment.

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