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Personal Assistant Job

Responsibilities:

The Executive/Personal Assistant will have the ability to gain a deep understanding of the challenges the Vice President faces daily enabling him/her to anticipate and overcome any obstacles that may slow the Vice President down, allowing him to concentrate on his fundamental role.

  • Proactively manage the Vice-President’s calendar, including follow-up from meetings, correspondence, and administration.
  • Meeting preparation, taking meeting minutes, and coordinating logistics.
  • Manage inquiries or requests.
  • Manage documents (contracts, reporting, account statements, etc.).
  • Prepare and submit expenses and book and manage travel, events, and meetings including logistics such as materials, venue, food, expenses, etc.
  • Act as primary liaison with building and services management.
  • Manage and prioritize email communication and tasks including coordinating responses from the Vice- President as needed.
  • Manage general inquires and communication on behalf of the Vice-President.
  • Understand and ensure technology is functioning well for the team and serve as primary liaison with our internal IT support team.
  • Provide support on projects, presentations, and special assignments as required.
  • Credit card reconciliation
  • Schedule and manage personal appointments and travel, including transportation, accommodations, etc.
  • Manage mail, package deliveries, invoices, bills, and expenses, and coordinate with vendors to ensure accuracy and payment.
  • Execute a variety of personal support tasks, including grocery shopping, placing orders, vehicle maintenance, general errands, and more.

Requirements:

  • Bilingual (French/English) – 100% fluency essential both written and spoken.
  • Post-secondary degree or an equivalent combination of formal training and experience.
  • Minimum 2 year of experience providing support for C-Suite/upper-level management.
  • Strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
  • Excellent written and verbal communication skills.
  • Excellent computer skills, Microsoft Office, and the ability to learn new software.
  • An expert within communication– display great phone etiquette and can ensure your message is communicated in a clear and effective manner.
  • Detailed Organized – you can manage multiple tasks flawlessly and prioritize appropriately.
  • A self-starter – you take ownership over your work, proudly take initiative, and do not require constant direction from others to keep you productive and on task.
  • Trustworthy –demonstrated an impeccable sense of discretion, tact, integrity, and etiquette as well as sound judgment especially in confidential and sensitive matters.
  • A problem-solver – you are proactive and can rapidly find problems and identify opportunities.
  • You have an analytical mind and enjoy solving complex problems.