Executive Assistant

Thorens - Executive Search Specialists; Montreal (administrative region); On-site; CAD 52,000 - 76,000; Full time

Benefits offered by this job

Group insurance

RRSP program

Job summary

Thorens - Executive Search Specialists is seeking an Executive Assistant in Montreal to support the leadership team by organizing priorities and coordinating activities to ensure smooth day-to-day operations.

The role requires a proactive, highly organized professional with strong bilingual communication (French/English), expert MS Office skills, and the ability to manage complex calendars and travel arrangements in a dynamic environment.

Qualifications

• Minimum 3–5 years of experience in an Executive Assistant or similar role supporting managers or senior executives.

Responsibilities

• Provide daily administrative and organizational support to leadership team.
• Manage complex calendars, coordinate appointments and meetings, and organize priorities.
• Prepare presentations, documents, communications, and materials for executive meetings.
• Coordinate executive meetings and visits with key clients.
• Organize business travel within Canada and internationally; arrange flights, hotels, and itineraries.
• Prepare, review, and follow up on expense reports.
• Serve as a key point of contact with offices, partners, clients, and stakeholders.
• Welcome clients and visitors and ensure a high-quality experience.
• Assist with coordinating office activities and events; manage confidential files.

Skills

Bilingual FR/EN

Calendar management

Executive support

Stakeholder communication

Microsoft Office

Microsoft Teams

Tools

Microsoft Office

Microsoft Teams

Job description

COMPANY DESCRIPTION :

Our client is an innovative company specializing in the design, manufacturing, and installation of custom-built solutions. Recognized for the quality of its work and creative approach, the company offers a dynamic environment where ideas, collaboration, and personal growth are highly valued.

COMPANY DESCRIPTION :

Our client is an innovative company specializing in the design, manufacturing, and installation of custom-built solutions. Recognized for the quality of its work and creative approach, the company offers a dynamic environment where ideas, collaboration, and personal growth are highly valued.

JOB DESCRIPTION :

Are you proactive, highly organized, and known for your ability to anticipate needs? We are looking for an Executive Assistant who will act as a true right hand to the leadership team. In a dynamic and growing environment, you will play a key role in organizing priorities, coordinating executive activities, and ensuring the smooth day-to-day operation of the office.

More than a traditional administrative support role, this position is ideal for a confident, resourceful, and action-oriented individual who takes initiative, manages multiple priorities simultaneously, and works effectively with senior executives.

TASKS AND RESPONSIBILITIES :

• Provide daily administrative and organizational support to members of the leadership team;
• Manage complex calendars, coordinate appointments and meetings, and organize daily priorities;
• Follow up with various stakeholders and ensure deadlines and action items are completed;
• Prepare presentations, documents, communications, and other materials required for executive meetings;
• Coordinate executive meetings as well as meetings and visits with key clients;
• Organize business travel within Canada and internationally, including flights, hotels, transportation, and detailed itineraries;
• Prepare, review, and follow up on executive expense reports;
• Act as a key point of contact and ensure effective communication with various offices, partners, clients, and internal and external stakeholders;
• Welcome clients, suppliers, partners, and visitors and ensure they receive a professional and high-quality experience;
• Assist with the coordination of office activities, internal events, meals, and executive meetings;
• Manage and coordinate administrative documents, signatures, confidential files, and filing systems;
• Participate in special projects and contribute to improving administrative processes and organizational efficiency.

Profil

QUALIFICATIONS :

• Minimum of 3 to 5 years of experience as an Executive Assistant, Administrative Assistant, or in a similar role supporting managers or senior executives;
• Experience working in a dynamic, fast-paced organization; experience within a large manufacturing company is considered a strong asset;
• Excellent bilingual communication skills in both French and English, written and spoken, to regularly interact with English-speaking colleagues and business partners;
• Excellent proficiency with Microsoft Office, including Outlook, Word, Excel, and PowerPoint, as well as Microsoft Teams;
• Excellent organizational, planning, and priority-management skills;
• Ability to anticipate needs, take initiative, and work with a high degree of autonomy;
• Strong ability to manage multiple responsibilities simultaneously in an environment where priorities can change quickly;
• Professionalism, confidence, and excellent interpersonal skills when interacting with individuals at all levels of the organization;
• Sound judgement, resourcefulness, and excellent problem-solving skills;
• Strong attention to detail, thoroughness, and ability to follow up effectively;
• High level of discretion, integrity, and confidentiality when handling sensitive information.

Informations contractuelles

WORK CONDITIONS :

• Permanent, full-time position;
• Group insurance benefits starting on the first day of employment;
• RRSP program with a 3% employer contribution;
• Dynamic work environment within a rapidly growing company;
• Opportunity to work directly with the leadership team and take on a role that has a meaningful impact on the organization and the efficiency of its operations;
• Opportunity to join a company recognized for its expertise, the quality of its work, and its creative approach.

Note : The masculine is used to lighten the text without prejudice to the feminine form.