Executive Assistant to the Senior VP
CIMA Plus
Montréal, QC
Mission

As a bilingual full-time Executive Assistant working out of our offices in Montréal, the selected candidate will assist the Senior Vice President in the Project Management sector, providing support in the execution of daily tasks and for other departmental resources. The incumbent will be responsible for document management, quality control and correspondence, in addition to supporting the production of proposals for the sector. The ideal candidate has a proven ability to work as part of a team with all of the company’s stakeholders, with a view to increasing the positive influence of the department through thoroughness and initiative.

Responsibilities

Work closely with the Operations Supervisor to provide support for the company’s Project Management team
Manage scheduling, travel and all other administrative tasks for the Senior Vice-President
Provide support for the production, revision and formatting of presentations, reports and other texts in French and English,
Assist the Operations Supervisor for the sector by preparing for the arrival of new employees
Receive and distribute incoming mail and organize outgoing mail for the department
Act as resource personnel for departmental colleagues with respect to administrative issues
Manage the department’s workspaces in Montréal
Establish and maintain effective working relationships with colleagues and the various clients
Provide support for the Operations Supervisor and other members of the team working on producing proposals. Related tasks may include the following:
Analyze requests for proposals and compile the requirements to be met, with a view to ensuring that proposals are compliant;
Take part in meetings related to the development of proposals;
Draft the general information sections of proposals, and fill out the forms required by the client;
Coordinate the monitoring of texts being produced by the various project collaborators (directors, project managers, engineers, technicians), and ensure that they satisfy the requirements of the request for proposals;
Working with the person responsible for the proposal, ensure that deadlines are respected;
Format and organize the documents;
Revise the documents (French and English) and carry out quality control of the final version (content and formatting);
Assist the Operations Supervisor and the team in preparing and documenting project files and CVs for departmental employees, and in any other tasks related to operations in the sector
Prepare PowerPoint presentations as requested.

Profile

DCS or ACS in Administration, Communications, Office Automation Technology or a related field
Minimum of 5 years of experience in administration
Exceptional written and verbal communication skills in French and English
Proven professionalism and sense of discretion
Willingness to take initiative and ability to exercise good judgement
Proven respect for established procedures and methods
Proven versatility and ability to multitask
Proven ability to work quickly under tight deadlines
Acute sense of elegance in communications, extreme focus on quality and attention to detail
Mastery of MS Office suite (Word, Excel, Outlook, PowerPoint and Visio) and Adobe Pro

Benefits

Flexible schedules
Simplified Employee Pension Plan
Comprehensive Benefit Plan
Sick leave and personal leave
Possibility of investing in a company profit-sharing plan
Adapted computer tools
Wellness program
Social and environmental initiatives
Continuous training program
Career planning

Why join CIMA+?

The key to our delivery of quality services is being able to attract and maintain satisfied and engaged people. At CIMA+, employees are given the flexibility required to ensure a balanced life and fulfilling work experience in a motivating work environment. Our staff enjoy the diversity of projects and the extensive autonomy given to interact directly with clients. Such a proximity is possible because of our flat corporate structure, and it translates into relationships of trust, and effective communications between team members and clients.

At CIMA+ we are committed to creating opportunities for all our employees so that they may develop, progress, and contribute to the business regardless of differences. We fully respect the principles of employment equity and encourage women, visible minorities, indigenous people, and persons with disabilities to apply. Accommodations are available upon request to facilitate participation in the recruitment process.