Executive Assistant

Eddyfi; Quebec; On-site; CAD 70,000 - 95,000; Full time

Job summary

Eddyfi Technologies in Quebec City, Canada, seeks a seasoned Executive Assistant to provide high-level, confidential support to the President and leadership team. You will manage complex calendars, coordinate meetings, prepare documents, and handle travel logistics with discretion.

You will partner with People & Culture on visa processes, events, and executive communications, supporting strategic priorities in a fast-paced, growth-focused environment.

Qualifications

• Minimum 7–10 years of relevant experience in a senior executive assistant or similar role supporting senior leadership.

Responsibilities

• Provide proactive, high-level, confidential administrative support to the President and leadership team.
• Manage a complex calendar, coordinate meetings, and optimize time and commitments.
• Prepare, format, and organize presentations, briefing notes, reports, agendas, and documents.
• Coordinate meetings involving the President, Executive Committee, and leadership team with logistics and follow-ups.
• Attend meetings, take notes/minutes, capture decisions and action items, ensure follow-up.
• Coordinate domestic and international travel arrangements for the President and leadership team.
• Support visa and travel-related processes with internal and external stakeholders.
• Handle highly sensitive information with discretion and professionalism.

Skills

Calendar management

Travel coordination

Meeting coordination

Presentation preparation

Discretion

Bilingual French/English

Microsoft Office

Communication skills

Education

Relevant education asset

Tools

MS Office

Job description

Visit our website to know more about the different product lines at Eddyfi Technologies: https://www.eddyfi.com/

The person in this role provides high-level, proactive, and confidential support to the President of Eddyfi, while also contributing to the effective coordination of activities involving the Executive Committee and the broader leadership team. Acting as a trusted partner, the Executive Assistant plays a key role in supporting executive priorities through effective calendar management, meeting preparation, document production, follow-up on action items, and coordination of travel and logistics.

This role requires a highly experienced professional with excellent judgment, strong organizational skills, and the ability to anticipate needs in a fast-paced environment. In addition to executive support responsibilities, the incumbent also provides administrative support related to travel, visa-related support, events coordination and other administrative processes in collaboration with the People & Culture team.

Be a part of something bigger.

At Eddyfi Technologies, we’re proud to push the boundaries of innovation while fostering a workplace where everyone feels valued, respected and empowered to do their best work. We believe that diverse perspectives, experiences, and ways of thinking strengthen our teams and help us build better solutions for the industries the world depends on.

As a world-renowned company, we’re behind some of the most advanced systems in the world—delivering cutting-edge solutions through ET & UT, Remote Monitoring, Nuclear Steam Generators, Automated Vision Systems, and Robotics.

Our values

• We are customer-centric and put our customers at the heart of everything we do.
• We innovate with a purpose, developing practical and forward-thinking solutions that solve real-world problems and protect what matters most.
• We are reliable and accountable, we do what we say we are going to do. Taking ownership of our actions and delivering high-quality outcomes with integrity, consistency and transparency.
• We are stronger together and committed to creating an inclusive environment where voices are heard, respected and supported.

Joining our team means:

• Collaborating with experts dedicated to innovation in an environment that values different perspectives, backgrounds and experiences.
• Becoming part of an organization that values commitment, initiative, and collaboration to help achieve common goals.
• Working in a growing business that encourages learning, curiosity, and respectful challenge.
• Being supported through fair, transparent and equitable practices.
• Contributing to meaningful projects that create a lasting impact.

As Executive Assistant, you must be able to:

• Provide proactive, high-level, and confidential administrative support to the President, ensuring the efficient management of priorities, requests, scheduling, and follow-up activities.
• Manage a complex calendar, coordinate meetings, and help optimize the President’s time and commitments.
• Prepare, format, and organize presentations, briefing notes, reports, agendas, and other documents required to support executive activities and decision-making.
• Coordinate meetings involving the President, the Executive Committee, and members of the leadership team, ensuring all logistics, materials, and follow-ups are handled in a timely and professional manner.
• Attend meetings when required, take notes or minutes, capture key decisions and action items, and ensure timely follow-up with the appropriate stakeholders.
• Support the preparation and coordination of executive materials and communications for internal leadership discussions and business priorities.
• Coordinate domestic and international travel arrangements for the President and, as needed, for members of the leadership team, or employees, including transportation, accommodations, itineraries, and related logistics.
• Support visa and travel-related administrative processes by coordinating documentation, timelines, and communications with internal stakeholders and external providers.
• Handle highly sensitive and confidential information with discretion, professionalism, and sound judgment.

Leadership Team & Administrative Support

• Provide coordination and administrative support to the Leadership Team (LT), including meetings, presentations, key activities, and follow-ups.
• Coordinate LT meetings, events, and offsites, including agendas, materials, logistics, and communications.
• Support the preparation and consolidation of presentations and executive materials for leadership discussions and business priorities.
• Provide administrative support to People & Culture for various employee-related requests, including employment letters and other documentation.
• Support visa, immigration, and business travel processes, coordinating documentation and communications with internal and external stakeholders.
• Support other executive, leadership, and administrative initiatives as required.

We value transferable skills, different career paths and learning agility. Experience gained through non-traditional routes is welcome.

What makes you an asset to our team

• Relevant education is considered an asset.
• Minimum of 7 to 10 years of relevant experience in a senior executive assistant or similar role supporting senior leadership.
• Proven experience supporting a senior executive in a fast-paced environment, including calendar management, executive meeting coordination, travel arrangements, document preparation, and follow-up on confidential matters, is required.
• Experience supporting executive committees, leadership teams, or employee-related administrative coordination is considered a strong asset.
• Significant experience providing senior-level support to an executive leader.
• Exceptional organizational skills and the ability to manage multiple priorities with precision and professionalism.
• Strong sense of initiative and a highly proactive approach.
• Excellent judgment, discretion, and ability to handle confidential information with care.
• Strong communication skills, both written and verbal.
• Ability to prepare polished, professional presentations, documents, and meeting materials.
• Strong follow-through and ability to coordinate effectively across multiple stakeholders.
• Service-oriented mindset and strong interpersonal skills.
• Ability to work effectively in a fast-paced, high-expectation environment.
• Proficiency with Microsoft Office and standard business collaboration tools.
• Bilingualism in French and English is required.

At Eddyfi technologies, diversity, equity and inclusion are fundamental to who we are. We are committed to providing equal employment opportunities and fostering an inclusive workplace where everyone feels a sense of belonging.

We welcome and encourage applications from all qualified individuals, regardless of race, ethnicity, gender identity or expression, sexual orientation, age, religion, disability, neurodiversity, or any other characteristic protected by law.

If you require accommodations at any stage of the recruitment process, please let us know. We are committed to ensuring an accessible and inclusive experience for all candidates.

All positions based in Quebec require proficiency in French, both written and spoken. Additionally, functional skills in English are required to meet the needs of our offices and clients internationally. For all our offices worldwide, certain positions may be subject to background checks, including credit, criminal, and employment history verification.

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