Senior Corporate Assistant

Reporting to the Senior Managing Director.

Key responsibilities:  

Maintaining effective relationships with partners:

  • Manage the investor email inbox (sorting received emails and distributing/assigning them to the appropriate departments).
  • Prepare and distribute communication documents to investors.
  • Contribute to the professional creation of documents, utilizing advanced layout skills in Word and PowerPoint.
  • Assist in the preparation and filing of legal and compliance documents.
  • Collaborate to safeguard sensitive and confidential information.
  • Ensure compliance with confidentiality and information security policies.

Executive support:

  • Manage schedules and coordinate appointments and meetings.
  • Assist management in their daily tasks and strategic initiatives.
  • Provide administrative support to executive teams during meetings and presentations.
  • Ensure effective and professional management of phone calls (screening, redirecting, and accurately taking messages).
  • Prepare expense reports.
  • Coordinate business travel, including booking flights, hotels, and transportation.

Office administration support:

  • Provide a welcoming experience by greeting visitors, understanding their needs, and guiding them to the appropriate conference rooms.
  • Ensure smooth and efficient handling of mail, from reception to dispatch, while coordinating courier services.
  • Optimize meeting room scheduling while ensuring their impeccable presentation.
  • Perform any other related duties as required.

Skills:

  • Excellence and professional rigor: A strong sense of excellence in task execution and attention to detail to ensure flawless work.
  • Customer service orientation (Internal Clients): Commitment to delivering exceptional and personalized service to colleagues, partners, and clients while anticipating their needs.
  • Judgment: Ability to quickly assess situations and make informed decisions considering organizational priorities.
  • Exceptional organizational and time management skills: Ability to effectively manage multiple priorities and meet tight deadlines without compromising work quality.
  • Autonomy and proactivity: Ability to work independently, take initiatives, and anticipate needs without constant supervision.
  • Confidentiality and discretion: Demonstrated ability to handle sensitive and confidential information with absolute respect for confidentiality standards.
  • Positive interpersonal relationships: Talent for establishing and maintaining harmonious and constructive professional relationships with various stakeholders.
  • Adaptability and resilience: Ability to quickly adapt to changes and excel in a dynamic and constantly evolving environment.

Required experience and skills:

  • Diploma in secretarial studies or college diploma in administration (any equivalent experience will be considered);
  • Minimum of 10 years of experience as an executive or senior assistant;
  • Solid experience in managing schedules and coordinating meetings;
  • Experience in preparing and organizing documents, reports, and presentations;
  • Proficiency in Outlook and Teams, with excellent command of Word and Excel;
  • Experience in planning and managing multiple projects with tight deadlines;
  • Ability to follow schedules and ensure deliverables are met;
  • Excellent written and verbal communication skills in both French and English (bilingualism required);
  • Previous experience in finance or investment management is an asset;
  • Familiarity with SharePoint platforms is an asset.
If you are interested in this role, please send your resume to [email protected].