Executive Assistant (Tech savvy/Canva/AI)

Executive Assistant (Tech savvy/Canva/AI)

Montreal, QC

Remote/Hybrid

We are searching for a personable, organized, independent and detail-oriented Executive Assistant. You will be responsible for coordinating and planning all business-related aspects for a member of BCA’s Leadership Team.

Your key responsibilities will include:

• Calendar Management. You'll prioritize inquiries and requests for meetings, conference calls, dinners and other engagements while troubleshooting conflicts; making recommendations to ensure smooth day-to-day engagements. You'll provide daily calendar updates, summaries of upcoming activities, and detailed meeting prep ahead of webinars, one-on-one meetings and more.
• Client Services. Act as point person for some of our top-tier clients to organize meetings and answer client requests in a timely manner.
• Special Projects. Analyze current workflows and identify areas for improvement, utilizing AI tools and technologies where applicable. You'll support with designing and producing complex documents, reports, and presentations; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence, maintaining contacts lists.
• Information Management. You'll maintain open communication, ensuring cross-collaboration within various teams. This will be through note taking, monthly update reports, daily meetings and entering data into our CRM.
• Travel Arrangements. You'll research, book, and coordinate travel -- ensuring required travel documents (such as VISAs) are in place, building itineraries, maintaining, and updating all calendars, and liaising with required parties at travel destination(s). This includes for domestic and international travel.
• Expenses. You will organize receipts and complete expense reports.
• Event Planning. You'll help plan and execute lunch/dinner events and conferences.

Your Behavioral Competencies

• Entrepreneurial, proactive, solutions-oriented mindset. This role will require thinking outside the box to design, implement, and optimize brand new workflows. You are a self-starter, critical problem solver who can switch priorities at a moment's notice with minimal or no direction.

• High EQ. You will quarterback high-stakes client interactions in partnership with senior cross-functional leaders from Research and Sales. You must be adaptable and open to change in a dynamic work environment. You possess the ability to present a positive and respectful front in all situations.

• Detail Orientation: You monitor your work and projects by checking it against milestones or deadlines, discovering the weakness or missing data. You are hyper-attentive to detail and work well under pressure.
• Team Work: you genuinely value other’s input and expertise, and are willing to learn from others. You solicit ideas and opinions to help form specific decisions or plans.
• Information Seeking: you ask a series of probing questions to get at the root of a situation or a problem, go below the surface presentation.
• No task is too small. Humility and strong work ethic to do whatever necessary to prioritize client experience.

Key Skills, Qualifications and Experience

• 1-3+ years' of post-bachelor experience as an executive assistant, preferably in the finance industry.
• Passionate about AI and other workflow efficiency programs.
• Mastery of Microsoft Office (PowerPoint, Word, Excel), and fluency with computers in general.
• Experience with creative programs such as Canva and Photoshop
• Advanced proficiency in Salesforce and CRM system management.
• Due to the executive’s frequent travel, flexible with working odd hours.
• You enjoy taking initiative, working collaboratively, and managing multiple projects simultaneously, while meeting tight deadlines.
• Excellent spoken and written English.
• Excellent organizational and project management abilities.
• Outstanding communication and interpersonal skills.
• Maintaining confidentiality and exercising a high level of discretion is essential.

Why us?

We offer a competitive compensation package which empowers our employees to thrive both professionally and personally. Our benefits package includes medical, dental and vision coverage, employer matching retirement plan, flexible work arrangements, vacation time & paid holidays, tuition reimbursement & learning resources.