Executive Assistant

About the role

We are seeking a proactive Executive Assistant to provide comprehensive administrative support to senior executives. The role ensures smooth daily operations, manages complex schedules, and handles confidential information with the highest level of discretion.

Key responsibilities

• Manage calendars, schedule meetings, appointments, and conference calls, resolving conflicts proactively.
• Coordinate all travel arrangements, including flights, accommodation, transportation, and visa requirements.
• Prepare, process, and reconcile expense reports and purchase orders, track invoices, and maintain accurate records.
• Organize and maintain files, records, and documents; monitor project and meeting deadlines.
• Prepare and edit correspondence, reports, presentations, and other documents.
• Coordinate meetings, workshops, site visits, and large events, handling venue booking, IT support, catering, and logistics.
• Screen and prioritize communications, acting as primary liaison between the director and internal/external stakeholders.
• Support other executive assistants with large‑event coordination and serve as backup during absences.

Required profile

• Previous experience as an Executive Assistant supporting senior executives.
• Fluency in English and French with excellent written and verbal communication.
• Strong organizational skills, attention to detail, and a high sense of responsibility.
• Ability to handle sensitive information with discretion and maintain confidentiality.
• Proactive, resourceful, and capable of anticipating needs.

Required skills

• Advanced proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Experience using SharePoint and other digital collaboration platforms.
• Comfortable with various technology tools for scheduling, travel booking, and expense management.

What we offer

• A dynamic, multicultural environment that values diversity, empathy, and collaboration.
• Opportunities for professional growth and development within a global organization.