Executive Assistant

Zero-C; Saint-Bruno-de-Montarville; Hybrid; CAD 55,000 - 75,000; Full time

Benefits offered by this job

Dental insurance

Health insurance

Life insurance

RRSP

Paid time off

Professional development

On-site parking with EV charging

Company events

Casual dress

Job summary

Zéro-C is seeking an Executive Assistant to support two senior directors (Sales and Operations) in daily management and cross-department coordination. You will manage calendars, prepare agendas and minutes, and handle communications to optimize efficiency and executive flow.

The role requires bilingual French/English, strong organizational skills, discretion, and a proactive attitude to anticipate leadership needs and ensure follow-ups. On-site work with comprehensive benefits offered.

Qualifications

• Bachelor-like or college diploma in Administration, Communications, Office Technology or related field.
• Minimum of 3 years of experience in a similar position.

Responsibilities

• Manage the calendars of two senior directors (Sales and Operations).
• Coordinate meetings, travel, and deadlines with priorities in mind.
• Draft agendas, supporting docs, and minutes; take notes when needed.
• Coordinate communications and follow-ups across departments.

Skills

Organization

Discretion

Prioritization

Communication

Executive support

Bilingual EN/FR

Education

DEC/DEP in Administration

Tools

Microsoft Office

PowerPoint

Job description

Play a key role in coordinating our operations and contributing to the success of our leaders!

Are you recognized for your organization, discretion, and ability to manage multiple priorities at once? Do you enjoy being at the heart of action and supporting senior leaders in achieving their objectives?Then this role is made for you!

At Zéro-C, innovation is part of our DNA. Since 1969, our company has stood out in refrigeration, air conditioning, and ventilation across the commercial, institutional, industrial, and residential sectors.

Here, your mission as Executive Assistantwill allow you to support two senior directors (Sales and Operations) in their daily management and coordinate communications, projects, and departmental activities in order to optimize efficiency and contribute to the success of the organization.

Does this opportunity speak to you? We invite you to read on!

• Manage the calendars of the two senior directors by coordinating meetings, appointments, and travel arrangements while ensuring priorities are respected.
• Prepare meeting agendas, supporting documents, and meeting minutes, and take notes during meetings when required.
• Collaborate with various departments and stakeholders, while managing incoming and outgoing communications and ensuring appropriate follow-ups.
• Maintain organized and accessible documentation, ensuring the accuracy of meeting records and the follow-up of action items.
• Welcome visitors, clients, suppliers, and guests by coordinating all aspects of their visit, including room reservations and hospitality arrangements.
• Manage office purchases and supplies, including stationery, coffee services, special activities, and other administrative needs.
• Coordinate business travel, including airline tickets, hotel accommodations, and vehicle rentals.
• Prepare and process expense reports.
• Draft reports, prepare presentations, and assist in managing executive correspondence. Prioritize requests and projects based on urgency while ensuring rigorous follow-up.
• Coordinate logistics for trade shows, including planning, reservations, inventory management, promotional materials, and post-event evaluations.
• Plan and organize internal and external events while ensuring successful execution and follow-up.Maintain excellent business relationships with internal and external clients.
• Identify opportunities for improvement and contribute to the implementation of effective solutions.
• Perform any other related duties as required.

Your background and your strengths

• DEC, AEC, DEP, or equivalent education in Administration, Communications, Office Technology, or a related field.
• Minimum of 3 years of experience in a similar position.
• Strong writing, proofreading, and executive presentation formatting skills.
• Experience in event planning and coordination.
• Autonomous, proactive, organized, and able to take initiative.
• Excellent listening skills and ability to understand leadership needs.
• Strong attention to detail and a keen sense of aesthetics in professional communications.
• Excellent analytical, organizational, and prioritization skills.
• Professionalism, diplomacy, and a strong customer service orientation.
• High level of discretion, integrity, and loyalty.
• Demonstrated motivation and strong potential for success in the role.
• Bilingualism and excellent verbal and written communication skills in both French and English.

What we offer you

• Competitive salary based on your skills, abilities, and experience.
• Dental, supplemental health, and life insurance.
• Group RRSP.
• Paid time off to recharge and unwind.
• Skills development and ongoing professional support.
• Personalized onboarding and integration from day one.
• Occupational health and safety.
• On-site parking with electric vehicle charging stations.
• Corporate clothing provided and casual dress in daily life.
• Company events to strengthen team spirit.

Ready for your next adventure? We can’t wait to meet you.