Executive Administrative Assistant

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; ensure follow-ups
• Coordinate recurring leadership team meetings, QBRs, and offsites across the region
• Book flights, hotels, ground transportation, and visas/work travel documentation
• Build clear itineraries with confirmations, addresses, and contacts
• Handle real-time travel changes with calm and speed
• Reconcile travel expenses and submit reports on behalf of executives
• Support executive attendance at industry events with registrations, travel, logistics, and client invitations
• Manage expense reports, vendor invoices, and corporate card reconciliation
• Back up Montreal office management 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
• 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) if based in Montreal

Tech stack

Benefits