Senior Executive Assistant | Remote with Global Travel

Invictus Direct; Montreal (administrative region); Remote; CAD 60,000 - 75,000; Full time

Benefits offered by this job

15 paid vacation days per year

Annual salary reviews

Job summary

Invictus Direct seeks an experienced Executive Assistant to support one senior executive with scheduling, communication, travel and operational coordination. The role requires handling complex calendars across time zones and maintaining discretion with confidential information.

The ideal candidate has 5+ years of executive support experience, fluency in English and French, and strong organizational and communication skills. This is a fully remote role with some travel to Montréal as needed.

Qualifications

• 5+ years of experience supporting senior executives or leaders in a demanding professional setting.
• Full fluency in spoken and written English and French.
• Experience coordinating complex schedules, travel and logistics across multiple time zones.
• Strong organizational skills and the ability to manage several priorities while maintaining accuracy.
• Excellent written and verbal communication, with confidence interacting with people at different levels of seniority.
• Sound judgment when handling confidential information, managing professional boundaries and deciding when to seek guidance.
• Ability to work independently, anticipate needs and adjust effectively when plans change.
• Strong digital skills and the ability to learn unfamiliar systems quickly.

Responsibilities

• Manage a complex calendar across time zones, resolve scheduling conflicts and reserve time for key priorities.
• Prepare meeting materials and briefings, including relevant background, previous discussions and points requiring attention.
• Record decisions and commitments, coordinate next steps and follow up until actions are complete.
• Organize domestic and international travel, including flights, accommodation, ground transportation, itineraries and changes to arrangements.
• Coordinate business reservations, events and related logistics, ensuring arrangements align with meetings and other commitments.
• Maintain travel documentation, track expenses and manage associated administrative requirements.
• Coordinate correspondence, introductions and meetings with clients, partners, candidates, vendors and other contacts.
• Review incoming information, identify matters requiring attention and prepare routine communications and supporting materials.
• Maintain clear records of priorities, outstanding decisions and follow-up actions.
• Coordinate documents, signatures, approvals and recurring administrative tasks with finance, talent and business teams.
• Identify recurring coordination problems and help improve day-to-day processes.
• Assist with special projects and urgent requests while maintaining discretion and professional boundaries.

Skills

Executive support

Bilingual

Calendar management

Travel logistics

Communication skills

Discretion

Independent work

Digital tools

Tools

Google Workspace

Slack

CRM systems

Job description

Invictus Direct seeks an experienced Executive Assistant to support one senior executive with scheduling, communication, travel and operational coordination. The role requires handling complex calendars across time zones and maintaining discretion with confidential information.

The ideal candidate has 5+ years of executive support experience, fluency in English and French, and strong organizational and communication skills. This is a fully remote role with some travel to Montréal as needed.