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].