Executive Assistant

Joseph Ribkoff Inc.; Dorval; On-site; CAD 70,000 - 110,000; Full time

Job summary

Joseph Ribkoff Inc. is seeking an experienced Executive Assistant to support the CEO and senior executives in Montreal HQ and across the organization.

The role requires a proactive, highly organized professional who can manage complex calendars, travel, and confidential information in a fast-paced environment. You will serve as a liaison to the board, prepare materials, and handle communications with customers and partners.

Qualifications

• 7–10+ years of executive assistant experience supporting C-suite leaders.
• Bilingual French and English (spoken and written).
• Advanced Microsoft Office and ability to learn new software.
• Experience with board portals and travel management.
• Excellent communication, discretion, and confidentiality.
• Ability to manage multiple tasks in a fast-paced environment.
• Global travel scheduling experience.

Responsibilities

• Manage complex calendars, meetings, and travel for the CEO and senior executives.
• Coordinate travel, logistics, meetings, and events.
• Prepare board materials and distribute information.
• Screen communications and draft correspondence.
• Manage executive expense reporting.
• Gatekeeper for communications with public, board, and staff.
• Take minutes and enter data.
• Support strategic projects and timelines.
• Track key priorities and deadlines.
• Maintain confidential records and corporate documentation.

Skills

Executive support

C-Suite support

Bilingual FR/EN

MS Office expertise

Calendar management

Travel coordination

Communication skills

Discretion & confidentiality

Global travel scheduling

Tools

Board Vantage

Concur

Job description

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 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; 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

• Manage complex calendars, meetings, and travel arrangements for the CEO and senior executives.
• 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
• Serve as the liaison between the executive office and board members; prepare board materials, distribute information, and schedule meetings
• Screen and prioritize communications, correspondence, and requests.
• Draft and edit correspondence, speeches, presentations, and announcements
• Manage all expense reporting for members of the executive team
• 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
• Support strategic projects and special initiatives by coordinating timelines, resources, and deliverables.
• Track and follow up on key business priorities and deadlines.
• Maintain confidential records, files, and corporate documentation.

Required Qualifications

• 7-10 + years' experience as an executive assistant supporting C-Suite executives
• Bilingual in French and English (spoken and written). - Due to the nature of the position and regular interactions with customers, business partners, and/or colleagues outside of Quebec, fluency in both French and English (spoken and written) is required to ensure effective communication and high-quality service.
• 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
• Experience scheduling / coordinating global travel

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.