Executive Assistant / Adjoint(e) de direction

Maples Group; Montreal (administrative region); On-site; CAD 55,000 - 85,000; Full time

Job summary

Maples Group in Montreal seeks an experienced Executive Assistant to support senior executives with sensitive, high-visibility responsibilities. You will manage calendars, draft communications, prepare meetings, and coordinate global travel while maintaining discretion and professionalism.

The role offers exposure to the inner workings of a global financial services firm, requires an autonomous, detail-oriented individual with excellent English, and a strong ethic.

Qualifications

• University graduates with an excellent academic background and about 5 years of relevant experience as an executive/administrative assistant.
• Fluency in English is required.

Responsibilities

• Deal with logistics and administrative matters for senior executives and represent them in internal and external communications as needed.
• Attend and prepare minutes for global meetings and calls.

Skills

Executive support

Discretion

Attention to detail

Time management

Communication

Education

University degree

Tools

Spreadsheets

Databases

Job description

What’s it like to work here?

We are driven to excel, and collaboration is key to our continued success. We can go further for our clients because we go further for each other too. Our inclusive culture creates an environment where people can be themselves at work while doing their best work. No matter where you work in the Maples Group, you will be part of a global team.

The Opportunity

Consistently recognised as one of Montreal’s Top Employers, the Maples Group established our operations in the central downtown area in 2009. Our Montreal office exemplifies our culturally rich and entrepreneurial organisation, with over 300 colleagues from 50 countries collaborating to deliver best-in-class solutions to clients worldwide.

As part of our Montreal team you will:

• Be responsible for dealing with logistics and administrative matters for our senior executives, and represents them in communication with internal and external parties, as necessary;
• Such matters are often highly sensitive and confidential - a high degree of professionalism, attention to detail, mature business judgement, and extreme professional discretion are extremely important;
• This position is highly visible within and beyond our office, and the executive assistant must be a culture carrier that behaves in a way that is consistent with the values of our firm and its leaders
• Attending and preparing minutes for global meetings and calls;
• Drafting office-wide or firm-wide written communications / presentations on behalf of the executives;
• Planning and scheduling meetings, and managing executives’ calendars;
• Maintaining complex spreadsheets and databases;
• Preparing periodic and ad-hoc reports in collaboration with other business functions (e.g. Finance, Human Resources, Marketing);
• Communicating with other business unit leaders on behalf of the executives;
• Managing contract, expense and other approvals on behalf of the executives in accordance with policies and procedures;
• Preparing virtual and physical meeting spaces for important internal and external meetings;
• Travel planning and support for the executives;
• Assisting the business development teams as necessary;
• Assisting with the training and induction of certain high-profile new employees;
• Coordinating special projects and events (e.g. planning major social events, support for facilitated sessions, organizing client activities).
• The Executive Assistant must be highly organized, available and able to quickly respond to critical situations and needs, which may be outside of regular business hours;
• This is a demanding role that requires consistent execution on a high volume of work with precision and timeliness;
• The ability to withstand the pressure of intense situations and a fast-paced environment is essential

What You Bring

In addition to indisputably high ethical standards and autonomy, the ideal candidate possesses the following:

• University graduates with an excellent academic background, and about 5 years of relevant experience as an executive / administrative assistant;
• This position will provide the successful applicant with a tremendous opportunity to gain exposure to the highest level inner workings of a global financial services firm at the highest level;
• Fluency in English is required.

You can learn more about the Maples Group on our corporate website. Experience our culture and our people on our Careers Page or on LinkedIn.

Disclaimer: All personal information collected during the application process will be used for recruitment-related purposes only. Please refer to our Job Applicant Privacy Notice at maples.com/privacy for details on how we handle personal information relating to job applicants.

“Please note that it is the Maples Group standard policy to undertake various background screening checks on all applicants to whom a conditional job offer is made. Except for roles based in the Republic of Ireland, the background checks will include criminal records checks when a conditional job offer is made. If you have a criminal record, it does not mean that your job offer will be automatically withdrawn. The Maples Group will make all job offer decisions on a case-by-case basis and will take a number of factors into account, such as the role that you are applying for and the nature and circumstances of the past offence. You will have the opportunity to discuss the matter with us before a decision is made. Further details will be provided at the time any conditional job offer is made.”

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