Our client, one of the Big 4 CA firms in Canada is sourcing a Bilingual Executive Assistant for the Montreal office. As a leader they strive to help all employees achieve their professional and personal goals through an inclusive environment that values everyone's contributions, appreciates diversity of thought, fosters growth, and provides continuous opportunities for development. Recognized as one of Canada's top employers, they continually strive to be a great place to work.
The Executive Assistant provides full administrative support to a management team of client serving executives. This individual has the ability to demonstrate a standard of excellence, enjoys challenges, and is results-driven. The incumbent must also be highly motivated and demonstrate the ability to use his/her own initiative and manage time effectively.
Document Preparation & Management: Formats and edits letters, memos, reports and presentations from draft stage to client-ready work. Uses independent judgment to compose general, non-technical business documents. Is privy to, and must protect, confidential materials. Follows an organized filing/document management process for electronic and paper documents.
Financial Management Support: Has in-depth knowledge of, and performs tasks supporting the client engagement management process including, understanding of independence regulations, using appropriate tools to open client and engagement codes and ensures compliance of time and expense tracking/reporting.
Billings: Assists partners and their engagement team with client billings by liaising with the financial management group to process Work in Process (WIP) system reports, tracking expenses, drafting and finalizing invoices, time transfers and relieving WIP
Time and Calendar Management: Establishes a systematic method for self and others to track time commitments and the completion of tasks based on clients' preferences. Independently manages multiple calendars by scheduling appointments, anticipating needs, changes and rearranging meetings as appropriate.
Meeting Coordination: Coordinates and makes arrangements for on-site and off-site meetings and events including logistics (e.g., communication, location, meals, equipment, materials, RSVPs, and travel.).
Travel Planning: Coordinates cost-effective and sometimes complex domestic and international travel arrangements and itineraries for individuals and groups.
Client Relationship Management: Regularly meets with client serving executives to obtain a strong understanding of their needs. Develops and maintains relationships with internal and external clients to understand the business and client needs.
Others duties as required.
Managing external events calendar
Participating in coordination of internal/external events
Managing the sponsorship and donation requests
Updating various databases
Minimum 5 years related experience in an administrative role/environment preferred
Must have 3-5 years of experience with executive calendar and schedule management
Post-secondary education (preferred)
Fluently bilingual. Strong written and verbal communication skills in both French and English is a must.
Proficient in Word, Excel, PowerPoint, with an aptitude to learn standard firm software and other relevant applicants and technical/office equipment at an intermediate level
General understanding of financial principles as it relates to the billing of chargeable time
Proven ability to differentiate when to take action independently or to partner as a team
Ability to multi-task and meet multiple and/or unexpected deadlines in a demanding environment
Demonstrates sound judgment regarding confidential and sensitive matters