Executive Assistant

Job Description

Posted Wednesday, March 26, 2025 at 4:00 AM

Joseph Ribkoff designs classic and contemporary garments for fashion-forward women with a youthful state of mind. Each one of our carefully tailored pieces offers the effortless fashion, fit, and quality that we’ve been synonymous with.

Over the years, the brand has blossomed into a touchstone for timeless, youthful style. Driven by a passion that has never ceased to propel our company’s vision, Joseph Ribkoff has been an ally to women, dressing them with flair and perfect fit for over 65 years. From our quality and distinctly designed products to our unwavering commitment to retail partners, Joseph Ribkoff’s values resonate in everything we do and create.

Today, his legacy lives on through the work of a devoted, talented team operating from the four corners of the world. Sold in over 60 international markets, Joseph Ribkoff is a global emblem of quality and elegance.

Montreal Corporate Head Office, where most of their employees are based, offers career opportunities in Design, Operations, Sales, Marketing, Finance, IT and HR as well as in the Production and Warehousing facilities.

Objective:

Reporting directly to the CEO, the Executive Assistant will be responsible for handling a wide range of administrative, corporate legal, and executive support-related tasks that vary in complexity and sensitivity. The Executive Assistant will be a highly resourceful team player for the executive team and Director of Legal Affairs, who will be comfortable working in a fast-paced environment, sometimes under pressure, while remaining flexible, proactive, and efficient. The position requires the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative and organizational skills, and the ability to maintain a realistic balance among multiple priorities.

Responsible for:

• Administrative support tasks to include all aspects of travel, logistics including scheduling and organizing conference calls, on-site/off-site meetings and events, and providing a professional customer service presence
• Manage and track agreements and renewals
• Serve as the liaison between the executive office and board members; prepare board materials, distribute information, and schedule meetings
• Draft and edit correspondence, speeches, presentations, and announcements
• Manage all expense reporting for members of the executive team and Director of Legal Affairs
• Act as a gatekeeper and manage all communication between executive staff and the public; to include customers, the board of directors, and staff members
• Take minutes of all necessary meetings and accurately enter data
• Develop and carry out an efficient documentation and filing system
• Coordinate daily calendars of executive team
• Coordinate and oversee the corporate governance for Joseph Ribkoff Inc. and its subsidiaries, which will include preparation and coordination of the signature of the various resolutions and documentations, including annual resolutions and any other resolutions that may be required from time to time.
• Prepare Mutual Non-Disclosure Agreements.
• Coordinate and oversee KYC requirements for Joseph Ribkoff Inc. and its subsidiaries.
• Draft policies and procedures for the executive team

Required Qualifications:

• 7-10+ years’ experience as an executive assistant supporting C-Suite executives
• Bilingual in French and English; with the ability to effectively communicate with employees, executives, and members of the board of directors
• Advanced skills in Microsoft Office Suite, and the ability to learn new software
• Familiarity with online calendars and cloud systems
• Proven ability to manage multiple tasks, maintain attention to detail and execute tasks efficiently with minimal supervision
• Excellent verbal and written communication skills, with the ability to effectively convey information
• Experience exercising discretion and confidentiality with sensitive company information
• Ability to exercise judgment to solve complex problems regarding prioritizing and scheduling projects and meetings
• Experience with “Board Vantage”
• Experience with “Concur”
• Excellent organizational skills with an ability to think proactively and prioritize work in a fast-paced environment

What we offer at Joseph Ribkoff is:

• Finish at 1:00 p.m. every Friday!
• A hybrid model (3 days a week in the office and 2 from home)
• 5 personal days per year
• Competitive group insurance (65% employer-paid)
• 40% employee discount on clothing
• Work with passionate people for a global Quebec company
• 11 statutory days off per year

Joseph Ribkoff is an equal opportunity at-will employer and does not discriminate against any employee or applicant for employment because of age, race, religion, color, disability, sex, sexual orientation, or national origin.