Executive Assistant

Patty Xenos Design Inc.; Montreal; On-site; CAD 60,000 - 80,000; Full time

Job summary

A boutique interior design firm in Montreal is seeking a reliable individual for executive support. This role involves managing correspondence, financial administration, and providing support to the design team. Ideal candidates should have a strong background in business administration, executive support, and fluency in both French and English. The position requires in-person work with a competitive salary and benefits package.

Benefits

Competitive salary

Group insurance

Casual dress

Qualifications

• Minimum of 10 years in a similar executive support role.
• Background in business administration and accounting.
• Ability to manage priorities and deadlines.

Responsibilities

• Manage diary and correspondence for the President.
• Track financial data and manage client invoicing.
• Support the design team with material sourcing.

Skills

Customer service focus

Interpersonal communication

Fluency in French and English

Solid organizational skills

Proficiency in MS Office

Tools

QuickBooks

Microsoft Teams

Job description

Overview

Patty Xenos Design is a boutique interior design firm. Serving a professional, international and high-end clientele, we want to welcome a reliable person who will value the clients and their needs. We are a dynamic team that benefits from an open-air environment where collaborative teamwork, clear communication and a positive attitude are essential to its success. The successful candidate can join a multidisciplinary team in a creative and exciting field. Knowledge and interest in the field of interior design are essential assets.

Key Qualifications & Skills

• Minimum of 10 years in a similar executive support role with a background in business administration and accounting
• Strong professionalism focused on customer service
• Ability to meet priorities and deadlines
• Interpersonal skills and ease of communication
• Excellent sense of planning and initiative
• Fluency in spoken and written French and English
• Skills in MS Office, Word, Outlook, PowerPoint, and particularly Excel
• Knowledge of Microsoft Teams and related applications

Primary Responsibilities

Support to the President

• Diary management and correspondence
• Assist and plan presentations for meetings

Bookkeeping & Financial Administration

• Manage time logs and expense reports
• Accurately enter financial data into QuickBooks
• Track and reconcile accounts payable and receivable
• Coordinate client invoicing and support overall financial administration

Team & Project Support

• Support the design team with material sourcing and liaise with product reps
• Prepare purchase orders, purchase tracking reports for clients, and compile and validate budgets
• Manage purchases and issue vouchers for clients

Reception

• Answer the phone and greet customers with 5-star service
• Maintain office supply inventory and manage errands, as needed
• Management of correspondence (emails and letters etc.)

Term

3-month probationary period

Schedule of 37.5 hours per week (8:30 to 17:00)

Compensation & Benefits

• Competitive salary, according to experience
• Competitive benefits, including group insurance

Job Type

Full-time, Permanent

Benefits

Casual dress

We require that all employees work in person at our office location. Remote working is not accepted at this time.

Seniorities & Function

• Seniority level: Mid-Senior level
• Employment type: Full-time
• Job function: Administrative
• Industries: Interior Design