Executive Assistant (VP)

Intello Technologies Inc.; Montreal; Hybrid; CAD 73,000 - 109,000; Full time

Job summary

A leading technology firm in Montreal is seeking an Executive Assistant to support the VP. The ideal candidate will have experience managing executive calendars, organizing meetings, and facilitating communication. Responsibilities include handling confidential correspondence, arranging travel, and managing special projects. Flexible work options are available, and the role offers competitive compensation and benefits.

Benefits

Comprehensive total rewards package

Minimum 3 weeks of vacation

Generous pension and share purchase programs

Learning and development opportunities

Qualifications

• Must have supported senior executives previously.
• Strong written and verbal communication skills.
• Minimum of 8 years of experience in a similar role.

Responsibilities

• Act as the first point of contact for the VP.
• Manage multiple tasks and priorities effectively.
• Organize leadership team meetings and communications.

Skills

Strong interpersonal skills

Tact and diplomacy

Proactivity

Ability to multitask

Strong organizational skills

Tools

Google Workspace

Microsoft Office

SAP

Job description

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Are you looking for a career building opportunity that will have you engaged with multiple stakeholders throughout TELUS business?

TELUS Business Solutions is reimagining the blueprint of operational excellence to achieve an effective yet distinct competitive advantage for customer support and delivery.

We embrace new team members into our BCX culture and encourage the business to flex and thrive to full capacity with maximum growth and profitability.

As a key member of the leadership team, reporting to the VP, this critical role is focused on thoughtfully and proactively managing numerous priorities and activities with a high level of professionalism, collaboration, enthusiasm and confidentiality.

Who you are

You enjoy being the go-to expert for a variety of executive level tasks. You are passionate about organization and process improvement, and talented at facilitating virtual correspondence. Your demeanor is personable, enthusiastic and professional, and you are able to take on ambiguity with tolerance while rapidly switching tasks and context with ease.

You enjoy coming into the office and being a part of a business ownership and entrepreneurial culture. You thrive in a fast-paced, dynamic setting, working alongside a team that is dedicated to serving TELUS customers across Canada and work in symbiosis with your leaders, their executive, external and internal stakeholders and have natural abilities to nurture relationships.

What you'll do

• Act as the first point of contact for the VP, proactively handling their daily calendar, providing support in prioritizing and handling conflicting priorities. Use judgment and knowledge of departmental issues, priorities and relationships to respond to requests for meetings by booking appointments or referring requests for meetings to department staff, client meeting and beyond
• Act as a liaison with internal and external customers, vendors, and team members, managing and prioritizing business meetings and activities
• Screen and respond to incoming correspondence, inquiries and phone calls with tact and diplomacy
• Organize and capture actions for leadership team meetings and ensure their timely execution
• Manage and prioritize calendar scheduling, travel arrangements, email requests and expenses for the VP and broader leadership team, as applicable
• Follow up on deadlines and commitments to or from executives
• Process a variety of materials from draft format (dictation, handwritten notes) or detailed instructions, including letters, memos reports, presentations utilizing Microsoft Word, PowerPoint, Excel, Google Workspace and Outlook, SAP and other similar technologies
• Manage Purchase Orders and process legal and consulting invoices
• Coordinate hiring approvals, materials ordering, internal provisioning requests, real estate requests, maintain equipment and services
• Manage email distribution lists and send out official communications from the VP
• Prepare regular or ad-hoc reports for ongoing department programs such as recognition and training
• Manage special projects as required

Qualifications

What you bring:

You've held similar positions, supporting senior executives, and have many of the abilities, acumen and experience points below:

• Strong interpersonal skills, and an ability to communicate in a professional manner with senior executive management, internal and external stakeholders (verbal and written)
• Tact, diplomacy, discretion, independent judgment and initiative used to work on assignments and communications of a sensitive and often confidential nature
• Proactivity; seeing opportunities around the corner and actively taking action or making recommendations
• Precise and effectively written emails; ability to edit correspondence and reports
• Resourceful, with the ability to prioritize, multitask and meet deadlines with minimal supervision to meet the needs of internal team members
• Willingness to work with a high degree of flexibility in responding to changing priorities
• Strong organizational skills with the ability to pay close attention to detail while under tight timelines
• Travel management including booking, coordination, adjusting and rapid response
• Ability to exercise initiative in adapting procedures to address unusual problems
• Ability to respond to communications on behalf of the executive in a timely and professional manner (phone, email, etc.)
• Help organize and drive leadership meetings, team and customer events including booking meeting space, organizing catering, etc

Helpful knowledge:

• Advanced knowledge of Google Workspace; multiple calendar management, comfortable dealing with multiple time zones, highly organized archiving skills
• Advanced knowledge of MS Office and Google Workspace; ability to create and edit documents and presentations according to branding and template standards; ability to work with complex spreadsheets
• SAP knowledge and experience would be an asset

Great-to-haves

We are especially motivated to connect with people possessing one or more of the following:

• Minimum of 8 years of experience in a similar or equivalent role supporting one or multiple senior executives (VP level and above) in a large corporate setting (VP or C-Suite support experience would be an asset)
• Exposure to administrative support responsibilities in a senior management environment
• Business acumen

Salary Range: $73,000-$109,000

Performance Bonus or Sales Incentive Plan: 10%

Actual total compensation will be determined based on factors such as knowledge, skills, performance and experience. In addition, TELUS offers rewarding benefitssuch as:

• Comprehensive total rewards package highlighting competitive salary and bonus structures, minimum 3 weeks of vacation, and flexible benefits plan to meet the needs of you and your family
• Flexibility to work in-office, virtually or a combination of both, based on the role's requirements
• Generous company matched pension and share purchase programs
• Opportunity to give back to communities in which we work, live and serve
• Career growth and learning & development opportunitiestodevelop your skills
• And much more …

A bit about us

We’re a people-focused, customer-first, purpose-driven team who works together every day to innovate and do good. We improve lives through our technology solutions and foster a culture of innovation that empowers team members to solve complex problems and create remarkable human outcomes in a digital world.

You’ll find our engaging, high-performance culture personally fulfilling, professionally challenging, and financially rewarding. We’re committed to diversity and equitable access to employment opportunities based on ability. Your unique contributions and talents will be valued and respected here. When you join our team, you’re helping us make the future friendly.

Note for Quebec candidates: if knowledge of English is required for this position, it is because the team memberwill be asked, on a regular basis, to interact in English with external or internal parties or to use English applications or software as part of their tasks.

Technology Solutions

We’re into seeing where technology can take us, so if you have ever imagined what the future of supply chain management, cybersecurity, the cloud and Internet of Things will look like, we want you to be part of the team that makes it happen.

We are honoured to be recognized

5G
TELUS’s fastest network. 5G enables a superior experience with fast downloads and richer multimedia applications

6
Innovation centres across Canada that bring our team members together with customers, partners, start ups, universities, hospitals and fellow colleagues to tackle some of the biggest technological hurdles Canada will face in the near future.

Accessibility

TELUS is proud to foster an inclusive culture that embraces diversity. We are committed to fair employment practices and all qualified applicants will receive consideration for employment.

We offer accommodation for applicants with disabilities, as required, during the recruitment process.