Alter Ego Personnel Inc.
Key Responsibilities
-Administrative support to the president
-Manage calendar and phone calls
-Plan trips
-Prepare expense reports and reconcile credit card
-Organize meetings with investors and suppliers and arrange the preparation of the related documents
-Draft and review correspondences
-Ensure the follow-up of budgets, invoices and purchase orders
-Be responsible for the departments’ document management (filing, scanning and archiving)
-Organize the support of the shareholders’ annual meeting and board of directors meetings
-Act as a liaison and provide support to the Board of Directors. Arrange and handle all logistics for Board meetings and events: schedule meetings; draft agendas; develop, compile and distribute presentation materials
-Complete a broad variety of administrative tasks that facilitate the CEO’s ability to effectively lead the organization, including: assisting with special projects; designing and producing complex documents, reports, and presentations; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence; maintaining contact lists; making travel arrangements; and completing expense and mileage reports
-Serve as the primary point of contact for internal and external constituencies on all matters pertaining to the CEO, including those of a highly confidential or critical nature. Prioritize and determine appropriate course of action, referral, or response, exercising judgement to reflect CEO’s style and organization policy
-Work closely with the CEO to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Have a sense for the issues taking place in the environment and keeping the CEO updated. Anticipate CEO’s needs in advance of meetings, conferences, etc.
Qualifications Required
• Minimum of 10 years of experience in a similar role
• Advanced knowledge of Word, Excel, SharePoint, OneDrive, PowerPoint, and Outlook
• Internet literacy
• Strong bilingual skills (French and English), spoken and written
Personal Qualities
• Great discretion and diplomacy
• Ability to prioritize
• Autonomy and initiative
• Effective planning and organization
• Quality oriented and precision
• Interpersonal skills and dynamism
• On-site presence required
• Thrive in an intense, do-it-yourself, start-up environment
• Ability to work well within a cross-functional team environment and diverse communities
• Ability to set goals and meet deadlines
• Ability to generate ideas and find solutions
• Ability to work both autonomously and as part of a team
• Team spirit and desire to help each other succeed
• Versatility and flexibility
You have a broad experience as an executive administrative assistant? You are looking for a new challenge? This job might be just what you are looking for!
As an equal opportunity employer, Personnel Alter Ego values diversity in its workforce and seeks to ensure all groups remain fairly represented. Candidates must have the legal right to work in Canada.