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Other7 days agoOn-site

Equativ

Executive Administrative Assistant

executive assistantadministrative assistantcalendar managementtravel coordinationbilingualFrenchEnglishGoogle CalendarNavanSlackGSuiteAI toolsad-techmediaorganizational skills

Key details

Salary

$70K – $75K

Employment type

Permanent

Seniority

Mid-level

Years experience

3-5

Location

Montreal, Quebec, Canada

Full job description

Seeking a mid-level full-time Administrative Assistant to support three senior leaders across Americas region based in Montreal and New York offices. Responsibilities include managing complex calendars, scheduling meetings, coordinating travel and accommodations, preparing meeting materials, managing expense reports, and supporting office management tasks. Must be fluently bilingual in French and English with 3-5+ years experience in executive or administrative assistant roles, strong organizational and communication skills, and proficiency with Google Calendar, Navan, Slack, GSuite, and AI tools. Salary range USD 70,000 - 75,000 per year. On-site role based in Montreal.

What you'll do

  • Own complex calendars for three members of the executive team
  • Schedule internal and external meetings, anticipate conflicts, and optimize focus time
  • Build and nurture relationships with clients, executive stakeholders, and external partners
  • Prepare meeting agendas, briefing notes, and materials in advance
  • Ensure follow-ups do not fall through
  • Coordinate recurring leadership team meetings, QBRs, and offsites across the region
  • Book flights, hotels, ground transportation, and visas/work travel documentation for executives
  • Build clear, easy-to-follow itineraries with all confirmations, addresses, and contacts
  • Handle real-time changes such as delayed flights and rebooked meetings calmly and quickly
  • Reconcile travel expenses and submit reports on behalf of executives
  • Support executive attendance at industry events with registrations, travel, onsite logistics, and client invitations/events coordination
  • Manage expense reports, vendor invoices, and corporate card reconciliation for the executive team
  • Back up the Montreal office management function as needed (supplies, vendor coordination, employee events)

Requirements

  • 3–5+ years of experience as an Executive Assistant, Administrative Assistant, or similar role
  • Experience supporting multiple senior leaders
  • Strong interpersonal and relationship-building skills
  • Effective communication with individuals at all levels
  • Strong calendar and travel coordination skills
  • Comfort with tools like Google Calendar, Navan, Slack, and GSuite
  • Exceptional organizational skills, attention to detail, and follow-through
  • Discreet and trustworthy with confidential information
  • Excellent written and oral communication skills in English and French
  • Calm, resourceful, and solutions-oriented under pressure
  • Comfortable working across time zones and with frequently traveling executives
  • Tech-savvy and curious about AI tools for executive support
  • Experience in tech, ad-tech, media, or fast-paced industry is an asset
  • Fluently bilingual in French and English (written and spoken) - non-negotiable

Tech stack

Google CalendarNavanSlackGSuiteAI tools

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