Senior Administrative Assistant - CEO and President

Are you an experienced administrative professional seeking a high-visibility role in the investment management sector?

Are you a proactive, discreet, and agile individual who thrives supporting senior executive leadership in a fast-paced corporate environment?

Reporting directly to the Office of the President management team, you will play a critical role in managing day-to-day operations for the Office of the President and CEO, handling complex calendar management, executive travel logistics, and high-level stakeholder communications.

Would you like to contribute to the seamless execution of a top executive office as a Senior Administrative Assistant?

If so, this opportunity could be for you!

Advantages
-Full-time, permanent position
-Performance bonus plan
-4 weeks of paid vacation, 5 personal days from day one, and summer Friday afternoons off
-Comprehensive group insurance plans effective on your first day
-Competitive corporate pension plan
-Investment in professional development, training, and career growth
-Unlimited 24/7 access to virtual healthcare services and wellness resources
-Gender-inclusive paid family leave: up to 26 weeks for primary caregivers and 5 weeks for secondary caregivers
-Personalized family-building support and financial assistance, from pre-pregnancy to menopause
-Hybrid work model, 4 days in office and one day working remotely

Responsibilities
-Support the Associate Chief of Staff and Executive Assistant in ensuring smooth day-to-day operations for the CEO, the Office of the President & CEO, and the People and Corporate Development teams
-Act as the primary contact for the President's personal requests, including managing meal orders, coffee breaks, and daily logistical needs.
-Assist in managing complex calendars, agendas, appointments, and priorities across the CEO’s office and the People and Corporate Development department
-Conduct calendar triage and coordinate high-level meetings with external partners, internal stakeholders, and senior executives, including managing logistics and action item follow-ups
-Coordinate end-to-end travel arrangements and itineraries for assigned leadership and team members in accordance with corporate policies
-Provide backup administrative support to the Executive Assistant, Office of the President & CEO and People & Corporate Development Office during absences
-Maintain executive contact databases and ensure information in DealCloud is accurate and up to date
-Act as a key administrative liaison with internal stakeholders and external partners, responding promptly and professionally to calls and emails
-Prepare, process, and validate expense reports, invoices, approvals, compliance submissions, and gift disclosures in a timely manner
-Build and maintain a strong internal network to navigate processes, resolve issues efficiently, and work with a high degree of autonomy
-Ensure incoming requests for action or information are routed to the appropriate team members and followed up on as required
-Assist with event planning, general administrative tasks, and ad-hoc team requests to support seamless daily operations

Qualifications
-Strong written and spoken communication skills in both French and English
-Bachelor’s degree (an asset)
-Minimum of five (5) years of related experience in a similar position, preferably within a financial or professional services environment
-High level of professionalism, diplomacy, and discretion
-Advanced proficiency in Microsoft 365 (Outlook, Word, Excel, PowerPoint, Teams, OneDrive); experience with Concur and travel management systems is an asset
-Proven experience in proofreading and document editing
-Strong collaboration skills with the ability to build trusted working relationships across internal teams, senior leadership, external partners, and administrative colleagues
-Excellent client-service orientation with the ability to respond promptly and effectively to unexpected requests
-Strong problem-solving skills with a solution-oriented approach to identifying, analyzing, and escalating issues appropriately
-High accuracy and attention to detail when processing complex information
-Exceptional organizational skills with the ability to prioritize and manage multiple concurrent tasks seamlessly
-Ability to quickly learn and adapt to new technologies and internal systems

Our Client operates across Canada, and globally/internationally in the United States and other countries. This company takes all reasonable means to limit the number of positions in Quebec that require knowledge of a language other than French, and only requires this where it is necessary and its existing bilingual employees are unable to fulfil these job duties. Based on an assessment conducted by our client, it has been determined that this position requires candidates to be fluent in English (oral and written). In particular, this position will require the employee to:

-communicate with English-speaking clients/partners/employees located outside Quebec on a regular basis
-work on client projects, products or deliverables that are required to be delivered to clients in English

Summary
Interested in this position? Apply online or send us an email at [email protected].

For more information on this and all other positions currently available, visit www.randstad.ca.

We look forward to receiving your resume!

All resumes received will be considered equally.

Only selected candidates will be contacted.

Randstad Canada is committed to fostering a workforce reflective of all peoples of Canada. As a result, we are committed to developing and implementing strategies to increase the equity, diversity and inclusion within the workplace by examining our internal policies, practices, and systems throughout the entire lifecycle of our workforce, including its recruitment, retention and advancement for all employees. In addition to our deep commitment to respecting human rights, we are dedicated to positive actions to affect change to ensure everyone has full participation in the workforce free from any barriers, systemic or otherwise, especially equity-seeking groups who are usually underrepresented in Canada's workforce, including those who identify as women or non-binary/gender non-conforming; Indigenous or Aboriginal Peoples; persons with disabilities (visible or invisible) and; members of visible minorities, racialized groups and the LGBTQ2+ community.

Randstad Canada is committed to creating and maintaining an inclusive and accessible workplace for all its candidates and employees by supporting their accessibility and accommodation needs throughout the employment lifecycle. We ask that all job applications please identify any accommodation requirements by sending an email to [email protected] to ensure their ability to fully participate in the interview process.