Executive Assistant

Invictus Direct; Montreal (administrative region); Remote; CAD 60,000 - 75,000; Full time

Benefits offered by this job

15 paid vacation days per year

Annual salary reviews

Job summary

Invictus Direct seeks an experienced Executive Assistant to support one senior executive with scheduling, communication, travel and operational coordination. The role requires handling complex calendars across time zones and maintaining discretion with confidential information.

The ideal candidate has 5+ years of executive support experience, fluency in English and French, and strong organizational and communication skills. This is a fully remote role with some travel to Montréal as needed.

Qualifications

• 5+ years of experience supporting senior executives or leaders in a demanding professional setting.
• Full fluency in spoken and written English and French.
• Experience coordinating complex schedules, travel and logistics across multiple time zones.
• Strong organizational skills and the ability to manage several priorities while maintaining accuracy.
• Excellent written and verbal communication, with confidence interacting with people at different levels of seniority.
• Sound judgment when handling confidential information, managing professional boundaries and deciding when to seek guidance.
• Ability to work independently, anticipate needs and adjust effectively when plans change.
• Strong digital skills and the ability to learn unfamiliar systems quickly.

Responsibilities

• Manage a complex calendar across time zones, resolve scheduling conflicts and reserve time for key priorities.
• Prepare meeting materials and briefings, including relevant background, previous discussions and points requiring attention.
• Record decisions and commitments, coordinate next steps and follow up until actions are complete.
• Organize domestic and international travel, including flights, accommodation, ground transportation, itineraries and changes to arrangements.
• Coordinate business reservations, events and related logistics, ensuring arrangements align with meetings and other commitments.
• Maintain travel documentation, track expenses and manage associated administrative requirements.
• Coordinate correspondence, introductions and meetings with clients, partners, candidates, vendors and other contacts.
• Review incoming information, identify matters requiring attention and prepare routine communications and supporting materials.
• Maintain clear records of priorities, outstanding decisions and follow-up actions.
• Coordinate documents, signatures, approvals and recurring administrative tasks with finance, talent and business teams.
• Identify recurring coordination problems and help improve day-to-day processes.
• Assist with special projects and urgent requests while maintaining discretion and professional boundaries.

Skills

Executive support

Bilingual

Calendar management

Travel logistics

Communication skills

Discretion

Independent work

Digital tools

Tools

Google Workspace

Slack

CRM systems

Job description

Location: Fully remote; Quebec-based candidates preferred, ideally in Montréal. Occasional travel to Montréal required.
Schedule: Full-time; up to 10% travel
Salary: CAD $60,000–$75,000

Company:

Our client is a growing organization that combines technical expertise with a business-focused approach. The team values initiative, collaboration and adaptability, with an emphasis on helping employees develop and take on greater responsibility.

Description:

Our client is seeking an experienced Executive Assistant to support one senior executive with scheduling, communication, travel and operational coordination.

This position requires someone who can understand changing priorities, anticipate what is needed and keep commitments moving toward completion. You will help the executive prepare for meetings, stay informed and coordinate effectively with colleagues and external contacts while handling sensitive information with care.

Key Responsibilities:

• Manage a complex calendar across time zones, resolve scheduling conflicts and reserve time for key priorities.
• Prepare meeting materials and briefings, including relevant background, previous discussions and points requiring attention.
• Record decisions and commitments, coordinate next steps and follow up until actions are complete.
• Organize domestic and international travel, including flights, accommodation, ground transportation, itineraries and changes to arrangements.
• Coordinate business reservations, events and related logistics, ensuring arrangements align with meetings and other commitments.
• Maintain travel documentation, track expenses and manage associated administrative requirements.
• Coordinate correspondence, introductions and meetings with clients, partners, candidates, vendors and other contacts.
• Review incoming information, identify matters requiring attention and prepare routine communications and supporting materials.
• Maintain clear records of priorities, outstanding decisions and follow-up actions.
• Coordinate documents, signatures, approvals and recurring administrative tasks with finance, talent and business teams.
• Identify recurring coordination problems and help improve day-to-day processes.
• Assist with special projects and urgent requests while maintaining discretion and professional boundaries.

Qualifications:

Required:

• 5+ years of experience supporting senior executives or leaders in a demanding professional setting.
• Full fluency in spoken and written English and French.
• Experience coordinating complex schedules, travel and logistics across multiple time zones.
• Strong organizational skills and the ability to manage several priorities while maintaining accuracy.
• Excellent written and verbal communication, with confidence interacting with people at different levels of seniority.
• Sound judgment when handling confidential information, managing professional boundaries and deciding when to seek guidance.
• A dependable approach to completing commitments and taking ownership of follow-up.
• Ability to work independently, anticipate needs and adjust effectively when plans change.
• Strong digital skills and the ability to learn unfamiliar systems quickly.
• Attention to detail alongside an understanding of the wider business context.
• Willingness to travel occasionally, including visits to Montréal.

Preferred:

• Experience in a private-sector, startup or entrepreneurial environment, including relevant experience operating a business.
• A background in consulting, technology, AI, professional services or another growing organization.
• Experience supporting founders or partners.
• Experience arranging international travel and executive events.
• Familiarity with Google Workspace, Slack, CRM systems and other productivity tools.

Why Join Them?

• Work directly with a senior leader and gain exposure to decisions and activities across the business.
• Take ownership of work that helps the executive and wider team stay organized and deliver on priorities.
• Work remotely, with occasional travel.
• Receive 15 paid vacation days per year.
• Benefit from annual salary reviews and cost-of-living adjustments.
• Access paid training, mentoring and professional development.
• Participate in optional company-funded conferences and learning opportunities when available.
• Build toward broader responsibilities and potential leadership opportunities as the business and function develop.