Virtual Assistant supporting business owners and founders at Boutique COO, managing projects and providing administrative support with flexible hours.
About the role
- Executive Assistant providing organizational and administrative support to Vice Presidents and the broader team at Intact. Responsible for scheduling, travel arrangements, and project coordination.
Responsibilities
- Provide support to Vice Presidents, including managing and organizing their calendar
- Making travel arrangements
- Scheduling and attending meetings to record minutes
- Completing and filing expense reports
- Writing correspondence
- Filing confidential employee documents
- Ensuring appropriate hospitality services are arranged
- Preparing team meeting agendas
- Preparing document packages for various meetings
- Tracking timesheets
- Ordering supplies and maintaining inventory/equipment
- Distributing mail
- Set up project meeting invitations, room reservations and equipment as needed
- Publishing meeting agendas
- Provide ongoing technical support to the team through technical knowledge of systems and software
- Actively participate in special projects
- Updating project documentation and publishing
- Plan, coordinate, attend, and provide day-of support for department and offsite events
- Run confidential reports and create PowerPoint presentations, Word documents, and Excel spreadsheets on results
- Assist with the annual budgeting process
- Provide backup support to other Executive Assistants
Requirements
- College diploma in administration or secretarial studies or equivalent combination of education and experience
- Minimum of 3 years experience
- Strong business acumen and professionalism
- Proficiency in MS Office (Word, Excel and PowerPoint)
- Can handle multiple competing priorities and deadlines
- Excellent communication skills, both written and verbal
- No Canadian work experience required however must be eligible to work in Canada
- For candidates located in Quebec, bilingualism is required considering the necessity to interact on a regular basis with English-speaking colleagues across the country.
Benefits
- Support, opportunities and performance-led financial rewards at a workplace
- Hospitality services arrangements
- Workplace adjustments (accommodations) available on request
Job title
Job type
Experience level
Salary
Not specified
Degree requirement
Location requirements
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