Executive Assistant, Office Administrator

Jobtailor; Montreal (administrative region); On-site; CAD 45,000 - 65,000; Full time

Job summary

Jobtailor in Montreal, Canada seeks an experienced EXECUTIVE ASSISTANT/OFFICE MANAGER to support the CFO and lead office operations. The role covers calendar control, complex travel, expense reporting, and cross‑department liaison, with bilingual English/French communications for a fast-paced executive team.

Responsibilities include onboarding new staff, event planning, procurement oversight, and vendor management, all from the Montreal office.

Qualifications

• High school diploma required.
• College diploma or technical certificate in Office Administration is an asset.

Responsibilities

• Manage the CFO's calendar with full ownership.
• Coordinate CFO travel logistics end-to-end.
• Prepare and submit expense reports on behalf of the CFO.
• Act as the primary liaison between the CFO and internal departments.
• Draft, review, and manage confidential correspondence and communications.
• Prepare briefing materials, agendas, presentations for CFO meetings.
• Screen and prioritize incoming requests directed to the CFO.
• Serve as the primary point of contact for the Montreal office.
• Oversee office supply procurement, inventory management, and vendor relationship management.
• Support the onboarding logistics for new employees joining the Montreal office.
• Plan and coordinate internal events including room bookings and catering arrangements.

Skills

Calendar Management

Travel Logistics Coordination

Expense Reporting

Office Administration

Vendor Relationship Management

Onboarding Logistics

Event Coordination

Bilingual Communication

Interpersonal Skills

Organizational Skills

Time Management

Written Communication

Verbal Communication

Professional Presence

Education

High School Diploma

College Diploma in Office Administration

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Teams

Zoom

Job description

• Manage the CFO's calendar with full ownership


• Coordinate CFO travel logistics end-to-end


• Prepare and submit expense reports on behalf of the CFO


• Act as the primary liaison between the CFO and internal departments


• Draft, review, and manage confidential correspondence and communications


• Prepare briefing materials, agendas, presentations for CFO meetings


• Screen and prioritize incoming requests directed to the CFO


• Serve as the primary point of contact for the Montreal office


• Oversee office supply procurement, inventory management, and vendor relationship management


• Support the onboarding logistics for new employees joining the Montreal office


• Plan and coordinate internal events including room bookings and catering arrangements

Requirements

• High school diploma required


• College diploma or technical certificate in Office Administration, Business, or related field is an asset, not required


• 3–5 years of experience in an executive assistant, administrative assistant, or office manager role, ideally supporting C‑suite or senior leadership


• Exceptional organizational and time management skills


• Strong written and verbal communication skills in both English and French; bilingualism is required


• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and video conferencing platforms (Teams, Zoom)


• Experience managing complex international travel arrangements across multiple time zones


• Strong interpersonal skills and a polished, professional presence when interacting with senior leadership, visitors, clients, and external partners

Core Competencies

Demonstrates strong organizational and time management skills while managing the CFO's calendar and travel logistics. Proficient in preparing communications and materials for executive meetings, with a focus on bilingual communication in English and French.

Highest-signal resume keywords

• Calendar Management


• Bilingual Communication


• Microsoft Office Suite Proficiency


• Travel Logistics Coordination


• Interpersonal Skills

ATS Optimization Keywords

Hard Skills

• Calendar Management


• Expense Reporting


• Travel Coordination


• Office Administration


• Inventory Management

Soft Skills

• Organizational Skills


• Time Management


• Written Communication


• Verbal Communication


• Professional Presence

Certifications & Qualifications

• High School Diploma


• College Diploma in Office Administration

Industry Keywords

• Executive Assistant


• C-Suite Support


• Vendor Relationship Management


• Onboarding Logistics


• Event Coordination

Tools & Technologies

• Microsoft Outlook


• Microsoft Word


• Microsoft Excel


• Microsoft PowerPoint


• Teams


• Zoom