Executive Assistant New Montreal, Québec

Poka Inc.; Montreal; Hybrid; CAD 45,000 - 65,000; Full time

Job summary

A leading manufacturing technology company in Montreal is seeking an Executive Assistant to provide comprehensive administrative support to its senior leadership. The ideal candidate will have 3-5 years of experience, excellent communication skills, and the ability to adapt in a fast-paced environment. Key responsibilities include managing calendars, coordinating logistics, and handling confidential documents. This role offers a dynamic work environment with a hybrid work policy.

Benefits

Dynamic and collaborative work environment

Hybrid work policy

Flexible schedule

Group insurance from day one

MacBook Pro and $500 allowance for home office

Qualifications

• Proven experience as an Executive Assistant, Personal Assistant, or similar role (3–5 years).
• Excellent written and verbal communication skills in English; French is considered an asset.
• Availability to travel a few times per year for company events.

Responsibilities

• Managing and maintaining calendars for senior leadership.
• Coordinating logistics for meetings and conferences.
• Handling confidential correspondence and sensitive documents.

Skills

Time-management

Organizational skills

Written communication

Verbal communication

Proactivity

Tools

Google Workspace

ChatGPT

Job description

At Poka, we’re transforming how frontline teams operate, learn, and solve problems.

Our connected worker platform is purpose-built for manufacturing, empowering frontline workers to share knowledge, collaborate in real-time, and drive continuous improvement. Think of it as the missing digital link, bringing the human interface into the stack of the Smart Factory, generating the right data and insights that drive entirely new scales of process improvements.

We’re proud to support global leaders like Nestlé, Bosch, Mars, and Danone in their digital transformation journeys and as part of the IFS family, our reach and impact continue to grow globally.

We are seeking a highly organized, proactive, and resourceful Executive Assistant to provide comprehensive administrative support to our senior leadership. This role will mostly support our CEO, VP of Revenue Operations and the got-to-market executive team. The ideal candidate will thrive in a fast-paced environment, exercise sound judgment, and demonstrate discretion and professionalism in all interactions.

This role is pivotal in ensuring smooth day-to-day operations and effective time management for our executive team. We’re looking for someone who is ready to help and can be versatile on ad hoc projects as workload can vary throughout the year.

What you’ll be responsible for :

Executive Support

• Managing and maintaining calendars, including scheduling appointments, meetings, and coordinating travel.
• Coordinating logistics for meetings, conferences, and presentations across different countries.
• Preparing agendas and following up on action items.
• Handling confidential correspondence and sensitive documents with discretion.
• Creating expense reports in a timely and accurate manner.
• Acting as a point of contact between executives and internal / external stakeholders.
• Drafting, proofreading, and editing emails, reports, and presentations.
• Ensuring updates and key information are communicated clearly and promptly across departments.

Other Ad Hoc Tasks

Handling ad hoc administrative tasks as required.

What you bring to the table :

Proven experience as an Executive Assistant, Personal Assistant, or similar role (3–5 years).

Strong time-management and organizational skills.

Proficiency with technology such as using Google Workspace and using ChatGPT.

Excellent written and verbal communication skills in English. French is considered an asset.

Proactive and solution-oriented mindset.

Ability to multitask and adapt to changing priorities and a rapid environment.

Availability to travel a few times per year for company events.

What we offer :

Dynamic and collaborative work environment.

Hybrid work policy - Work from the office one day a week if you live within a 40km radius to our Quebec City office or a 15 km radius to our Montreal office.

100% remote work if you do not live within the radiuses mentioned above.

Truly flexible schedule and the possibility of taking every Friday afternoon off.

Group insurance from day one (dental, medication, invalidity, travel, etc.).

Matching GRSP with Wealthsimple after your first year.

MacBook Pro and $500 allowance for your home office.

Tasty snacks (Fresh fruits, snacks, coffee, tea, etc.)

Whatever you need to keep learning and evolve professionally.

Certain benefits are exclusively accessible to employees in Canada.

Want to learn more about our culture? Click HERE .

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