Executive/Personal Assistant

JRoss Recruiters; Cambridge; On-site; CAD 60,000 - 80,000; Full time

Job summary

A recruitment agency is seeking an experienced Executive Assistant to manage the CEO's calendars and coordinate travel. Candidates should have at least 5 years of experience supporting a C-suite executive, demonstrate discretion, and be bilingual in French and English. This role requires strong organizational skills and a proactive mindset. If interested, please apply with your resume and cover letter in MS-Word format.

Qualifications

• Minimum 5 years’ experience supporting a CEO or C-suite executive.
• Proven ability to maintain confidentiality in all matters.
• Experience in luxury retail or similar client-facing industries.

Responsibilities

• Manage CEO’s business and personal calendars.
• Coordinate travel arrangements for the CEO and guests.
• Assist in overseeing day-to-day administrative operations.
• Identify and implement process improvements.
• Build and maintain relationships with key contacts.

Skills

Discretion and confidentiality

Excellent written and verbal communication

Strong interpersonal skills

Ability to prioritize tasks

Bilingual in French and English

Education

Bachelor’s degree or equivalent

Job description

Manage the CEO’s complex business and personal calendars with precision and confidentiality.

Schedule and coordinate internal and external meetings, events, and appointments.

Prepare daily briefings and ensure the CEO is well-prepared for all engagements.

Act as the primary point of contact for all incoming requests, correspondence, and communications.

Liaise with internal teams, external business partners, and personal contacts as needed.

Prepare agendas, briefing materials, and track action items following meetings.

Coordinate food and beverage services for meetings and events when required.

Travel Coordination

Plan and book domestic and international travel, including flights, accommodations, transportation, and dining.

Create and distribute detailed travel itineraries and ensure timely delivery of all travel-related documents.

Manage travel arrangements for CEO’s guests and special events as needed.

Maintain relationships with travel, hotel, and hospitality partners.

Accompany the CEO on travel when required.

Operational and Personal Support

Assist in overseeing day-to-day administrative operations and streamlining workflows.

Identify and implement process improvements to increase efficiency.

Manage operational budgets and expenses related to CEO support.

Build and maintain strong relationships with key contacts, including vendors and service providers.

Contribute to long-term strategic planning and cross-functional coordination.

Provide general support on matters relating to personal and family logistics, including security coordination when necessary.

Requirements

Bachelor’s degree or equivalent combination of education and experience.

Minimum 5 years’ experience supporting a CEO or C-suite executive in a small or mid-sized organization.

Demonstrated ability to maintain discretion and confidentiality in all matters.

Excellent written and verbal communication skills.

Professional demeanor with strong interpersonal skills.

Ability to prioritize and handle multiple tasks with minimal supervision.

Willingness to travel and work flexible hours as needed.

Experience in luxury retail or similar client-facing industries.

Bilingual in French and English.

Corporate Culture

If you are an experienced Executive Assistant with a proactive mindset, strong organizational skills, and a commitment to excellence, we invite you to apply for this rewarding opportunity. We appreciate all applications; however, only those selected for an interview will be contacted.

Resume * please attach resume in MS-Word format More information

• Files must be less than 5 MB.
• Allowed file types: doc docx.

Cover Letter please attach cover letter in MS-Word format More information

• Files must be less than 5 MB.
• Allowed file types: doc docx.

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