Executive Assistant
Fairstone
Montréal, QC
The Executive Assistant’s role is to support Executives in all aspects of their responsibilities, including being an effective liaison with various external stakeholders such as the Board of Directors, Investment Bankers, External Auditors as well as Internal Stakeholders across the company. This also includes, proactively leading activities such as managing calendars; organizing and scheduling meetings; coordinating travel arrangements; and, as appropriate, assisting in preparing presentations and meeting agendas. He / She must act as a liaison/key partner between executives and employees and must be proactive, autonomous and capable of preparing meeting materials with minimal supervision. The candidate must have excellent communication skills in both French and English and must be resourceful in a fast-paced environment.

The ideal candidate will be able to professionally manage the ebbs and flows of a high-energy environment, supporting the executives and their teams in achieving strategic corporate objectives. He or she will be flexible, resourceful, autonomous and positive under pressure.

Roles/Tasks & Responsibilities:
Manage and maintain executive schedules, appointments and travel arrangements
Arrange and coordinate meetings and events, including scheduling meeting rooms and equipment
Follow-up on deliverables and timelines with teams in various locations
Monitor, respond to and distribute incoming communications
Prepare, submit and monitor travel expenses
Create and maintain org. charts
Receive and interact with incoming visitors; professionally representing the executive team in interactions
Prepare and edit correspondence, presentations and other sensitive documents
Assist with new hires, resignations and tracking of vacation schedules
Assist with special projects and assignments maintaining a high degree of confidentiality
Coordinate deadlines and workflow management for repetitive tasks
Interaction with board members & external stakeholders
Able to work in a fast-paced environment
Prepare, verify and consolidate executive presentations
Liaise with various management and support functions
Perform other duties as required

Qualifications:
Min 8 years of relevant work experience as Executive Assistant with Finance, Accounting knowledge/background and/or from General council
Excellent communications skills in French and English (written and spoken)
Solid knowledge of Microsoft Office Suite (Outlook, PowerPoint, Word and Excel)
Strong organizational, strategic and management skills
Experience with reservation travel application (Concur)
Knowledge of standard office administrative practices and procedure
Post-secondary education
Ideally, understanding of Financial reporting calendars and/or corporate secretary responsibilities
Experience managing workflow through Diligence platform a plus

Key Competencies:
Autonomous and resourceful individual
Ability to adapt to a fast pace and dynamic environment
Organized and good time management skills
Solid Communication skills
Team player
Strong work ethic and integrity
Dependable and highly professional
Business acumen
Exercise a high degree of confidentiality
Attention to detail and accuracy
Flexible
Knowledge of Diligent a plus
What’s in it for you?

Looking for a rewarding career? You’ve come to the right place. At Fairstone, we offer all our permanent employees:

Competitive salary with bonus potential
Incentive programs to recognize when sales targets are met (applies to branch network employees only)
A minimum of 3 weeks paid vacation (prorated to your start date)
Flexible Health and Dental Benefits
Employer Sponsored Pension Plan
Personal days and sick days
Tuition Assistance Programs
Paid volunteer day and organized volunteering events across the country
Ongoing Learning and Development Training
Referral Incentives up to $5000.00
and Much More……

If you’re seeking a role with a growing business that values employee development, Fairstone is the right place for you!

Come join our team!

Fairstone is an equal opportunity employer. Accordingly, we will make reasonable accommodations to respond to the needs of people with disabilities. Individuals who view themselves as Aboriginals, members of visible minorities, and disabled are encouraged to apply in confidence.

Whether you’re seeking first-time employment or are making a career change, Fairstone has the internal support to help our team members grow and succeed.

Time Type:
Full time

Job Type:
Permanent