Executive Assistant- Hybrid

CIMA+; Montreal; Hybrid; CAD 60,000 - 80,000; Full time

Job summary

A leading engineering consulting firm in Montreal is seeking an Executive Assistant to support the Executive Vice President of Transportation. The role involves managing schedules, coordinating meetings, and handling confidential information. Ideal candidates should have 5-7 years of relevant experience, be bilingual in French and English, and possess strong organizational and analytical skills. This position offers a flexible hybrid work model and comprehensive benefits package.

Benefits

Comprehensive Group Benefits

Flexible work schedule

3-5 weeks of vacation

Retirement Savings Plan with employer contribution

Employee and Family Assistance Program

Qualifications

• 5 to 7 years of experience in a similar role with senior executives or as an executive assistant.
• Ability to work under pressure and meet tight deadlines.
• Strong sense of aesthetics and writing quality.

Responsibilities

• Manage the Executive Vice President's schedule and coordinate high-level meetings.
• Draft, edit, and format various executive documents.
• Plan and coordinate meetings, committees, and executive travel.

Skills

Bilingual in French and English

Excellent analytical skills

Strong communication skills

Organizational skills

Discretion and judgment

Proficiency in MS Office

Education

College or professional diploma in administration or relevant field

Tools

MS Office (Word, Excel, PowerPoint, Outlook, Visio)

Adobe Pro

LinkedIn

Job description

Job Description

Reporting directly to the Executive Vice President of Transportation, the Executive Assistant acts as a trusted strategic partner, playing a central role in coordinating management activities. This person actively contributes to the smooth running of operations, the organization of strategic priorities, the management of confidential information, and administrative and executive support.

The role requires great rigor, excellent analytical skills, a keen sense of diplomacy, and agility in a constantly changing environment.

We offer a flexible hybrid work model, enabling you to work from home and from our Montreal office.

CIMA+’s Transportation team have created a reputation for excellence within the transportation sector by successfully delivering thousands of projects over the past 30 years. Our talented engineers can lead any type of project, regardless of its complexity and scale. The team draws on a reservoir of diverse experience that includes planning, design, inspection, construction management, and infrastructure reconstruction in both rural and urban environments. We take a wholistic approach to transportation projects that minimizes the environmental footprint, promotes sustainable growth, and supports resilient communities. Our innovative solutions integrate all modes of transportation, so motorists, pedestrians, and cyclists co-exist safely and travel efficiently. Join us and immerse yourself in a dynamic, innovative, and collaborative environment where you’ll make a real impact. Together, we’ll push boundaries and go above what’s expected of us to meet the challenges of tomorrow and engineer a better world!

Primary responsibilities

Strategic and executive support

• Proactively manage the Executive Vice President's schedule : coordinate high-level meetings, prepare strategic files and documents, and monitor critical deadlines.
• Help prioritize files and initiatives, ensuring a constant link between internal and external issues.
• Act as a liaison with key stakeholders, both internally and externally (clients, partners, senior executives, etc.).

Documentation and communications management

• Draft, edit, and format various executive documents : reports, presentations, service offerings, strategic notes.
• Ensure effective, structured, and confidential management of information (physical and digital).
• Filter, forward, and follow up on communications (emails, calls, various requests) based on strategic priorities.

Organization and logistics

• Plan and coordinate meetings, committees, and executive travel.
• Prepare agendas, follow up on decisions, and produce meeting minutes.
• Organize client meetings or business events in collaboration with the relevant teams.
• Contribution to special projects and initiatives

Qualifications

• College or professional diploma (DEC, AEC, DEP) in administration, office automation, communication, or any relevant field.
• 5 to 7 years of experience in a similar role with senior executives or as an executive assistant.
• Excellent command of French and English, both written and spoken (bilingual position required).
• High degree of discretion, judgment, initiative, and autonomy.
• Ability to work under pressure, manage multiple priorities at once, and meet tight deadlines.
• Strong sense of aesthetics, writing quality, and visual presentation.
• Proficiency in MS Office (Word, Excel, PowerPoint, Outlook, Visio), Adobe Pro, and good knowledge of professional social networks (LinkedIn, etc.).

At CIMA+, we value diversity of talent and perspective. You think you can add value, but don't meet all the job requirements? We invite you to apply, because everyone has something unique to offer. The outstanding talents that choose to join us at CIMA+ soon realize that we do all out to encourage them to grow. We look forward to hearing how you can contribute to our success.

Why choose CIMA+? Because we offer you :

• Comprehensive Group Benefits available from day one for all permanent employees working at least 20 hours per week
• Employee and Family Assistance Program
• Retirement Savings Plan (RRSP) with up to 4% employer contribution
• As an employee-owned company, an annual opportunity to purchase shares for all employees
• Flexible work schedule in a hybrid work mode
• Work / Life balance policy across Canada
• 3-5 weeks of vacation, based on years of relevant experience
• Tailored training to improve your existing skills

Contact : Afifa Karah-Ali

Additional Information

CIMA+ uses an applicant tracking system that includes an automated match score feature. However, this score is not used to screen, assess, or select applicants. All hiring decisions are made through human review.

Ethics and integrity are fundamental values at CIMA+. That is why we are committed to ensuring equal access to resources and opportunities for candidates, regardless of their identity (race, ethnicity, colour, religion, gender, age, disability, sexual orientation, gender identity or expression, socio-economic status or background, etc.).

In keeping with the principles of employment equity, we encourage all applications, including, but not limited to, those from women, Indigenous people, people with disabilities and visible minorities. We also encourage candidates to complete the self-identification form when applying for employment.

Accommodations are available on request. Your Business Partner will process your request.

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