Executive Assistant – Finance & Legal (On site)

We offer more than a job, we offer a career!

• We support our employees to shape their career by encouraging continuing education and investing in training and development.
• We put our employees at the center of what we do to allow them to grow personally and professionally, with projects and challenges that are motivating and rewarding.
• We inspire people to do what they are passionate about by believing in integrity, respect and recognition of diversity and community support.
• We are a dynamic team where entrepreneurship, innovation and collaboration are at the core of our values.
• We offer competitive salaries and a multitude of benefits starting day one including generous medical and dental coverage, telemedicine, employee and family assistance program, and retirement and savings programs.
• We recognize the importance of work-life balance with our hybrid work program, wellness allowance, and year-round social activities and events.

We are looking for an Executive Assistant – Finance & Legal to join our team in our Montreal office!

As an Executive Assistant, you will provide high-level executive and administrative support, with approximately 75% of your responsibilities dedicated to the Finance function and 25% to the Legal function. The position will report directly to the Chief Financial Officer.

The role encompasses a wide range of high-level and confidential organizational functions and interactions with senior leaders, business partners, clients, and other internal and external stakeholders. This position requires exceptional organizational skills, sound judgment, a keen eye for detail, and the ability to manage multiple priorities across two key corporate functions.

If you are career-minded and looking for a dynamic work environment with a growth mindset, you will love working among our team!

Your Day as an Executive Assistant – Finance & Legal

Finance and Executive Support

• Act as a key partner to the Chief Financial Officer and Vice-President, Finance by coordinating priorities and initiatives, tracking action items, and ensuring appropriate follow-up.
• Prepare, review, coordinate and format executive reports, Board and committee materials, financial presentations, budgeting documentation and quarterly reporting materials.
• Coordinate key Finance department deadlines, including budgeting, forecasting, month-end, quarter-end and year-end activities.
• Serve as a key liaison between the Finance leadership team and internal and external stakeholders, including auditors, banking partners and business leaders.
• Manage the calendars of the CFO and VP Finance, prioritizing meetings, deadlines, presentations and other executive commitments.
• Manage correspondence, incoming documents, filing systems and document approval processes, ensuring timely follow-up and execution.

Legal Executive Support

• Provide executive and administrative support to the Chief Legal Officer, including calendar management, meeting coordination, correspondence and follow-ups.
• Assist with the preparation, formatting and coordination of confidential legal and corporate documents and presentations.
• Support the organization of Legal department meetings, initiatives and key deadlines, and facilitate coordination with internal and external stakeholders.
• Track approval and payment of law firm invoices and maintaining Legal department administrative data.

General Responsibilities

• Format and edit correspondence, reports, presentations and other business documents, ensuring accuracy, professionalism and confidentiality.
• Develop and maintain efficient systems for tracking deadlines, priorities, follow-ups and departmental initiatives.
• Ensure the timely and accurate dissemination of information to relevant stakeholders.
• Organize and maintain highly confidential files, records and documentation in electronic and physical formats.
• Coordinate on-site and off-site meetings, conferences, events and special projects, including communications, venues, catering, materials and attendee management.
• Support Finance and Legal departmental initiatives, corporate projects and other related duties as required.

Our Ideal Candidate

• Bachelor's degree in business administration, management, or a related field preferred.
• 3 to 5 years of experience as an Executive Assistant, Senior Administrative Assistant, or similar role supporting senior executives.
• Demonstrated experience supporting senior executives, ideally within Finance, Legal, Accounting, Professional Services or another corporate environment involving highly confidential matters.
• Experience working with financial reporting cycles, Board or committee materials, corporate governance documentation or other executive-level information is an asset.
• Strong proficiency in Microsoft Office Suite, particularly PowerPoint, Excel and Outlook.
• Familiarity with project management tools and software is an asset.
• Bilingual with strong verbal and written communication skills in French and English, as the candidate will be required to interact in English with stakeholders outside Quebec.
• Exceptional organizational and time-management skills, with the ability to manage priorities for multiple senior executives in a fast-paced environment.
• Excellent communication and interpersonal skills, with the ability to interact professionally with senior internal and external stakeholders.
• Strong judgment, discretion and a demonstrated ability to handle highly sensitive and confidential financial, legal and corporate information.
• Ability to anticipate needs, adapt to changing priorities and work independently with minimal supervision.

Who we are

Founded in 1987 by Barry F. Lorenzetti, BFL CANADA is one of the largest employee-owned and operated Risk Management, Insurance Brokerage, and Employee Benefits consulting services firms in North America. The firm has a team of over 1,500 professionals located in 27 offices across the country. Thanks to its Local International Office Network of independent brokers (LION), BFL CANADA provides clients with privileged access to insurance partners in over 140 countries, helping to support their operations both in Canada and globally.

Our Montreal office is located at the heart of downtown Montreal, the largest city in Quebec. Our employees can benefit from the numerous exciting activities organized in the neighborhood.

Let’s stay in touch: follow us on LinkedIn to get privileged access to our activities and see our other job opportunities.

Visit our website to learn more about us: www.bflcanada.ca

We welcome and encourage applications from people with diverse abilities. BFL Canada is committed to fostering an environment that is diverse, equitable, inclusive, and accessible to all. The diversity of our talents enables innovation and creativity through diverse backgrounds, different thinking, and unique knowledge. Accommodation is available on request for candidates taking part in all aspects of the selection process.

Offers of employment at BFL CANADA are conditional upon satisfactory results of background verifications.

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