Executive Assistant

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

Job summary

Joseph Ribkoff is seeking an experienced Executive Assistant to support the CEO and senior executives. The role requires high discretion, elite calendar and travel management, and professional interaction with board members and partners.

The candidate will draft communications, manage expense reporting, and coordinate strategic initiatives in a fast-paced environment while maintaining confidentiality and superb organizational skills.

Qualifications

• 7–10+ years’ experience as an executive assistant supporting C-Suite executives.
• Fluent in French and English (spoken and written).
• Advanced skills in Microsoft Office and adaptability to new software.
• Experience with online calendars and cloud-based systems.
• Discretion and confidentiality with sensitive information.
• Ability to prioritize and manage multiple tasks with minimal supervision.
• Strong verbal and written communication abilities.
• Experience with Board Vantage and Concur are highly valued.
• Proven ability to coordinate global travel and meetings.

Responsibilities

• Manage complex calendars, meetings, and travel for CEO and senior executives.
• Provide comprehensive administrative support for travel, logistics, and events.
• Liaise between executive office and board members; prepare materials and schedule meetings.
• Screen and prioritize communications and requests.
• Draft and edit correspondence, speeches, presentations, and announcements.
• Handle expense reporting for executive team members.
• Gatekeep and manage communications between executive staff and the public.
• Take minutes and accurately enter data for meetings.
• Support strategic projects by coordinating timelines and resources.
• Track key business priorities and deadlines.
• Maintain confidential records and corporate documentation.

Skills

C-Suite support

Bilingual FR/EN

Calendar & travel mgmt

Discretion & confidentiality

Communication skills

Problem-solving

Executive liaison

Global travel scheduling

Tools

Microsoft Office Suite

BoardVantage

Concur

Online calendars

Cloud systems

Job description

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