Executive Assistant to the President and CEO

Novacap; Brossard; On-site; CAD 60,000 - 90,000; Full time

Job summary

Novacap is seeking an executive assistant to support the President and CEO in managing professional and personal priorities. The role will streamline day-to-day matters by coordinating calendars, communications and meetings with discretion across Canada and the United States.

The successful candidate will bring extensive experience supporting a senior executive, be fluent in French and English, and demonstrate strong organizational skills with the ability to handle multiple tasks in a

Qualifications

• Significant experience providing executive support to a senior executive.
• Training in office technology, administration or related field.
• Strong organizational skills and ability to manage multiple priorities with rigour and autonomy.
• Fluency in French and English (spoken and written).
• High level of confidentiality for business and personal matters.
• Willingness to travel occasionally to Toronto and New York offices.

Responsibilities

• Manage the CEO's professional and personal calendar, prioritise requests and adjust plans.
• Draft and revise communications in French and English.
• Coordinate meetings from start to finish (rooms, equipment, meals, attendees and agendas).
• Coordinate appointments, administrative processes, suppliers and expense accounts, including personal matters.

Skills

Executive support

Calendar management

Travel coordination

Email & correspondence

French & English bilingual

Discretion & confidentiality

Microsoft 365

Cross-border coordination

Education

Office administration training

Tools

Microsoft 365

Job description

What you will do

Novacap is looking for a trusted individual to support the President and CEO in managing both professional and personal priorities. Through your organizational skills, judgment and discretion, you will make the President and CEO’s day-to-day easier by anticipating needs and effectively coordinating priorities and commitments.

Administrative support

• Manage the President and CEO’s professional and personal calendar, prioritize requests and adjust plans as unexpected matters arise.
• Follow up on emails, calls and correspondence while drafting and revising communications in French and English.
• Coordinate meetings from start to finish (rooms, equipment, meals, attendees and agendas), prepare materials and follow up on decisions and deadlines.
• Coordinate appointments, administrative processes, suppliers and expense accounts, as well as certain personal matters for the President and CEO.

Travel, events and business relationships

• Organize professional and personal travel, including bookings, itineraries and last-minute changes.
• Coordinate registrations for external events as well as donations and sponsorships.
• Coordinate the President and CEO’s public appearances with the communications team.
• Maintain business relationships through contact follow-up, visitor reception and business meals.

What you will bring

Your skills, knowledge and experience are what set you apart.

• Significant experience providing executive support to a senior executive, ideally combining professional and personal support.
• Training in office technology, administration or a related field, or equivalent experience.
• Strong organizational skills and the ability to manage multiple priorities with rigour and autonomy.
• Comfort interacting with executives, board members, investors and partners.
• A strong sense of confidentiality for both business and personal matters.
• Proactivity, flexibility and a genuine service mindset.
• Strong command of Microsoft 365, including Outlook, Word, Excel, PowerPoint and Teams.
• Availability for occasional travel, on request, to our Toronto and New York offices.
• Fluency in French and English, both spoken and written, is required given our cross-border activities and our colleagues across Canada and the United States.

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