Executive Assistant & Office Experience Coordinator

AssistIQ; Montreal; On-site; CAD 45,000 - 65,000; Full time

Job summary

A healthcare supply chain innovation company in Montreal is seeking an Executive Assistant & Office Experience Coordinator to support executives and manage office operations. The ideal candidate will have at least 3-5 years of experience, be fluent in French and English, and possess strong organizational and communication skills. This full-time role offers benefits including health insurance, flexible hours, and 3 weeks of vacation.

Benefits

Health insurance

Business travel opportunities

3 weeks of vacation

10 sick days

Flexible hours

Qualifications

• 3-5+ years of executive assistant or office management experience.
• Culture-driven, creative, collaborative, and attentive to detail.

Responsibilities

• Manage complex calendars and schedule meetings.
• Prepare, proofread, and edit correspondence and presentations.
• Coordinate meeting logistics and ensure executive preparedness.
• Serve as the front-line contact for visitors and vendors.
• Maintain an organized and welcoming office environment.

Skills

Fluency in French and English

Strong communication skills

Excellent organization skills

Problem-solving abilities

Multitasking abilities

Education

Bachelor's degree in Communications, Journalism, Marketing, Business, or Hospitality

Job description

Overview

Executive Assistant & Office Experience Coordinator

Join to apply for the Executive Assistant & Office Experience Coordinator role at AssistIQ

About Us

At AssistIQ, we are dedicated to creating a more efficient and transparent healthcare supply chain by addressing a core issue : health systems and providers lack accurate data and insights on their supply and implant usage.

Our AI-driven software provides real-time, accurate capture of supply and implant data, generating actionable insights for healthcare systems. This helps increase revenue, reduce waste, and improve patient outcomes.

The Role

As the Executive Assistant & Office Experience Coordinator, you will support our executives and manage our Montreal office. This role is ideal for a personable, adaptable individual who can handle various tasks, support company growth, and embody our culture.

Reporting directly to the CEO, you will work cross-functionally with other executives, internal teams, external partners, and communities. You should be a team player, detail-oriented, flexible, and proactive.

Responsibilities

Executive Assistant to CEO, COO / CFO, and CTO

• Manage complex calendars, schedule meetings, coordinate travel
• Prepare, proofread, and edit correspondence and presentations
• Coordinate meeting logistics, prepare agendas, take notes, follow up on action items
• Track deadlines and priorities, ensure executive preparedness
• Act as liaison with internal and external stakeholders
• Handle confidential information, assist with expense reports and administrative tasks

Office Experience Coordinator

• Serve as the front-line contact for visitors and vendors, manage deliveries, mail, supplies, and office maintenance
• Maintain an organized, welcoming, and productive office environment
• Support communications, announcements, and event coordination
• Maintain records, office procedures, safety protocols
• Coordinate onboarding / offboarding processes with HR
• Organize meetings, team-building activities, and off-sites

Requirements

• Fluency in French and English
• Bachelor's degree in Communications, Journalism, Marketing, Business, or Hospitality (preferred)
• 3-5+ years of executive assistant or office management experience
• Strong communication skills
• Excellent organization, problem-solving, and multitasking abilities
• Culture-driven, creative, collaborative, proactive, and attentive to detail

Benefits

• Health insurance
• Business travel opportunities
• 3 weeks of vacation
• 10 sick days
• Flexible hours

Additional Details

• Seniority level : Entry level
• Employment type : Full-time
• Job function : Administrative
• Industries : IT Services and Consulting

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