Executive Assistant to General Manager/VP

The Opportunity

To provide personal support and assistance to executive staff in a wide range of administrative duties.

What you'll get to do

Functions and Responsibilities:

•    Schedule Management: coordinate the schedule of the VP, prioritizing functions and appointments, ensuring that meetings, deadlines presentations and other duties of the executive office are carried out seamlessly. 
•    Travel Management:  make travel arrangements for the VP and other team members, coordinating flights, accommodations and other itinerary specifics; prepare expenses reports when needed.
•    Events Organization: Support in the organization and set up of conferences and events with the management of invitation process to internal and external attendants, travel arrangements and venue selection
•    Speeches and Presentations: to write and prepare draft correspondence, speeches and presentations from the executive office.  
•    To serve as the liaison between the VP and outside business organizations and industry associations.
•    Gatekeeping:  to screen phone calls, to take requests for meetings and to coordinate various aspects of interdepartmental communication as necessary. To receive and interact with incoming visitors; to liaise with internal staff at all levels
•    To maintain inventory and office supplies; anticipate office needs; evaluate new office products; place and often expedite orders when necessary.

We'd love to meet you if you have

Requirements:
•    Experience: Proven experience as an executive administrative assistant or in other secretarial position; usually at least 3 years’ experience providing support at a high level.
•    Education: University Degree. Additional qualification as personal assistant would be considered an advantage
•    Languages: English & Spanish (French is a plus)
•    Competencies: Being able to maintain confidentiality and exercise discretion is essential.
Attention to detail and accuracy: must be reliable enough that VP can have the confidence that tasks will be taken care of correctly and on time. Executive assistants must also have a willingness to learn.
Communication skills:  High level verbal and written communications skills
•    Specific Knowledge: General Financial Knowledge is a plus. 
 

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