Executive Assistant

Permanent contract|Montreal|Administration

Executive Assistant

Montreal, Canada Permanent contract Administration

Responsibilities

  • Handles information and sometimes competing priorities, without sacrificing quality of work;
  • Exercises strong judgment in managing priority of requests and escalating as required for resolution;
  • Handles sensitive and confidential communications and data with discretion and tact;
  • Manages proactively and maintains the Chief’s calendar ensuring that key deadlines are entered into the planning cycle and that meeting and submission deadlines are met;
  • Regularly communicates with all levels of management and Board members within and outside of the organization, exercising a high level of professionalism, courtesy and diplomacy;
  • Organizes meetings; prepares agenda, attends team meetings, and ensures follow-up on action items;
  • Manages documents effectively and to various software programs demonstrating a comfort level with various technologies;
  • May help draft or translate internal communications for the staff.
  • Ensures business continuity with other Executive Assistants
  • Responsible to follow and enforce internal compliance procedures, i.e. sponsorships, gifts and meals policies etc.
  • Coordinates appointments and special engagements; schedules meetings, department activities, itineraries and travel arrangements;
  • Responsible for the prioritization, distribution and follow-up of incoming correspondence;
  • Will manage and structure spontaneously all emails of the CEO;
  • Using a strong command of business writing, writes and proofs replies to general enquiries and drafts replies for more complex items;
  • Prepares and reconciles monthly expense reports;

Ensures processing of invoices and that costs are allocated to proper accounts;

Profile required

  • College diploma (administration);
  • A minimum of 7 years of experience as an Administrative Assistant to an executive, preferably in a large organization;
  • Proficient in MS Office (PowerPoint, Excel, Word), Outlook, Teams and Zoom an asset;
  • Ability to seek and learn technologies as necessary;
  • Superior verbal and written communication skills in both official languages;
  • Exceptional planning, organizational, time-management and administrative skills in a fast-paced environment and ensure deadlines are met;
  • Autonomous and able to work on own initiative with limited need for direction or supervision;
  • Has ability to make sound decisions;
  • Must demonstrate flexibility, adaptability to change and shifting priorities and can stay calm under pressure;
  • Can draw from a range of practices to implement innovative solutions to a variety of problems;
  • Has ability to contribute to the successful implementation of change;
  • Can work collaboratively with members of various teams;
  • Has ability to initiate open discussions in potentially sensitive situations in the company’s best interest;
  • Detail oriented, ability to easily multi-task, prioritize and executive multiple concurrent activities with diligence and attention to detail.
  • Must be able to work from the SG offices.

Business insight

The primary role of this position will be to provide a wide range of administrative support activities to the Chief Executive Officer. The ideal candidate will have a strong foundation in executive support, a proactive attitude and the ability to manage constantly shifting priorities in a fast-paced and dynamic environment. In addition to developed problem solving and judgment skills, the incumbent must possess creativity, initiative and a high level of discretion when handling details of a highly confidential and critical nature. The individual must have the ability to manage their time, prioritize assignments and interact comfortably and skillfully with all levels of management within and outside the company. They will be expected to resolve time sensitive issues and exhibit strong organizational, written and verbal communication skills (both official languages). They will support on an administrative basis the Chief Executive Officer SG Canada.

At Société Générale, we live by our 4 core values of commitment, responsibility, team spirit and innovation. We are engaged and demonstrate consideration for others. We act ethically and with courage. We focus our talent and energy on collective success. We experiment and propose new ideas. This way, we maximize our ability to serve client needs and anticipate market changes. Société Générale is committed to strengthening bonds with colleagues, communities and the world in which we live, because relationships are at the heart of how we operate.

Société Générale is an Equal Opportunity Employer and complies with all federal, state and local laws prohibiting discrimination in employment because of race, color, national origin, age, sex, religion, disability, sexual orientation, citizenship, military/veteran status, marital status, genetic information or any other classification protected by law.

We are an equal opportunities employer and we are proud to make diversity a strength for our company. Societe Generale is committed to recognizing and promoting all talents, regardless of their beliefs, age, disability, parental status, ethnic origin, nationality, sexual or gender identity, sexual orientation, membership of a political, religious, trade union or minority organisation, or any other characteristic that could be subject to discrimination.

Reference: 21000FE2
Entity: SG MONTREAL SOLUTION CENTER 2 INC.
Starting date: 2021/07/05
Publication date: 2021/05/21
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