As an Executive Assistant , your responsibilities are stated as below :

• Manage the GM's calendar, interacting with internal and external executives, consultants and assistants to coordinate meetings.
• Answer phones and direct all incoming calls to appropriate party promptly and efficiently.
• Communicate and handle incoming and outgoing electronic communications
• Screen incoming emails and distribute them to relevant team members for action or follow up.
• Task follow-up : Not just through the prism of email dispatch, but towards assisting with deadlines/reminders.
• Assist the GM with preparation of presentation materials: Must include collaboration / coordination with other team members for content development.
• Handle unit / function routine correspondence.
• Order office supplies as needed
• Ensure meetings are scheduled effectively so that the GM uses time wisely
• Book meeting rooms and venues
• Book conference rooms when required
• Follow-up with colleagues before (preparation) and after the meeting (Meeting's Minute + follow-up of action plan).
• Create execution numbers and filing protocols to assist in document control processes
• File documents and contracts in soft copy as required
• Process invoices
• Prepare background documents and outgoing mail
• Ensure all office files are managed according to confidential and internal processes
• Review and summarize reports and documents
• Take meetings notes and distribute on a timely basis.

Profile Requirements :

• 8-10 years of experience in office management
• Able to communication verbally and in written format to all organizational levels
• Ability to prioritize and organize through excellent calendar management skills, including coordination of complex executive meetings
• Ability to work in complex and fast paced environment
• Strong knowledge of MS Office, including Word, Excel, PowerPoint and Outlook
• Organization / Time Management, Proficiency in & French & English (written / oral).