Senior Administrative Assistant

Novacap Management Inc.; Brossard; On-site; CAD 60,000 - 100,000; Full time

Job summary

Une entreprise de capital-investissement de premier plan recherche un assistant exécutif expérimenté pour soutenir la direction dans la gestion des opérations quotidiennes et des initiatives stratégiques. Ce rôle essentiel implique la gestion des communications avec les investisseurs, la coordination des horaires et la préparation de documents professionnels. Vous aurez l'opportunité de travailler dans un environnement dynamique où votre expertise sera valorisée. Si vous êtes passionné par l'organisation et que vous avez un excellent sens de la communication, cette position est faite pour vous. Rejoignez une équipe qui valorise l'innovation et le professionnalisme.

Qualifications

• 10+ ans d'expérience en tant qu'assistant exécutif ou senior.
• Compétences avancées en gestion de l'agenda et coordination de réunions.
• Bilinguisme requis avec d'excellentes compétences en communication.

Responsibilities

• Gérer les relations avec les partenaires et les communications documentaires.
• Fournir un soutien administratif aux équipes exécutives.
• Assurer une expérience d'accueil chaleureuse pour les visiteurs.

Skills

Communication écrite et verbale

Gestion de l'agenda

Préparation de documents

Gestion de projets

Bilinguisme (français et anglais)

Education

Diplôme en études secrétariales

Diplôme collégial en administration

Tools

Outlook

Teams

Word

Excel

SharePoint

Job description

Novacap is a leading North American private equity investor and one of Canada’s most experienced private equity firms. Founded in 1981 to partner with visionary entrepreneurs, Novacap focuses on middle market companies in four core sectors, Technologies, Industries, Financial Services and Digital Infrastructure.

Reporting to the Senior Managing Director

Key responsibilities

1. Maintaining effective relationships with Partners:

• Manage the investor email inbox (sorting received emails and distributing/assigning them to the appropriate departments).
• Prepare and distribute communication documents to investors.
• Contribute to the professional creation of documents, utilizing advanced layout skills in Word and PowerPoint.
• Assist in the preparation and filing of legal and compliance documents.
• Collaborate to safeguard sensitive and confidential information.
• Ensure compliance with confidentiality and information security policies.

2. Executive support:

• Manage schedules and coordinate appointments and meetings.
• Assist management in their daily tasks and strategic initiatives.
• Provide administrative support to executive teams during meetings and presentations.
• Ensure effective and professional management of phone calls (screening, redirecting, and accurately taking messages).
• Prepare expense reports.
• Coordinate business travel, including booking flights, hotels, and transportation.

3. Office administration support:

• Provide a welcoming experience by greeting visitors, understanding their needs, and guiding them to the appropriate conference rooms.
• Ensure smooth and efficient handling of mail, from reception to dispatch, while coordinating courier services.
• Optimize meeting room scheduling while ensuring their impeccable presentation.
• Perform any other related duties as required.

Required skills & profile

• Diploma in secretarial studies or a college diploma in administration (any equivalent experience will be considered).
• Minimum of 10 years of experience as an executive or senior assistant.
• Solid experience in managing schedules and coordinating meetings.
• Experience in preparing and organizing documents, reports, and presentations.
• Proficiency in Outlook and Teams , with excellent command of Word and Excel .
• Experience in planning and managing multiple projects with tight deadlines.
• Ability to follow schedules and ensure deliverables are met.
• Excellent written and verbal communication skills in both French and English (bilingualism required).
• Previous experience in finance or investment management is an asset.
• Familiarity with SharePoint platforms is an asset.