Bilingual (FR/EN) Executive Assistant – Full Time – 2024-0016
Under the supervision of the General Director and the Executive Director Human Capital and IT, the Executive Assistant’s role is to ensure that administrative activities are carried out efficiently and on time, so as to facilitate and improve the organisation, planning and monitoring of the Cheese Factory’s various files. The Executive Assistant is responsible for carrying out complex and confidential administrative, secretarial and clerical tasks and duties. He/she should demonstrate a high degree of flexibility and ability to react in emergency situations and be able to work well under pressure.
YOUR CHALLENGES:
- Act as a point of contact between directors, employees, customers, and external partners, to reduce the workload of superiors. Provide constant support to his/her superiors and the management team.
- Manage the flow of information quickly and accurately.
- Supervise the performance of other office staff.
- Manage executives’ schedules and organise meetings.
- Organise travel and accommodation.
- Play the role of office manager by monitoring compliance with rules and managing inventory of office supplies.
- Drafting communications for internal and external distribution – memos, emails, presentations, reports
- Screening communications and transferring telephone calls
- Plan meetings, take notes and make the necessary arrangements to ensure that everything runs smoothly (welcoming participants, booking rooms, catering, etc.).
- Preparing and forwarding agendas for certain meetings, taking notes, and forwarding minutes.
- Plan and coordinate various special projects, seminars or events organised by his/her superiors.
- Coordinate and manage staff and member files and databases.
- Support the HRD in the administrative management, coordination, and support of different HR processes.
- Support senior management in the production of reports relevant to decision-making and in the preparation of documentation, policies and presentations required by superiors and by committees.
- Manage donations and sponsorships on behalf of the Cheese Factory.
- File and manage documentation for both administrative and non-administrative purposes; Maintain all minutes and official records.
- Translate various documents from French to English and vice versa.
- Able to discuss with various internal and external stakeholders on behalf of superiors.
- Participate in any other related activities, projects or tasks as required.
WHAT YOU HAVE:
- Bachelor’s degree or equivalent work experience (minimum 10 years’ experience as an executive assistant) or a combination of equivalent experience and
- College diploma in General Administration, Office Technology with a specialization in Office Coordination, Secretarial or any other appropriate discipline OR any equivalent experience and education.
- Excellent French and English (oral and written), combined with strong writing skills in both languages.
- Excellent communication skills in letter writing, document editing and the preparation of reports and presentations.
- Confidentiality: exercise the utmost discretion in handling information and files entrusted to them.
- Proficiency in the Windows environment and Microsoft Office software.
- Acute sense of discretion, confidentiality, and professionalism.
- Loyalty and a sense of responsibility.
Status: Full Time
Work Schedule: day*
*Schedule can change to accommodate operational needs.
Please send your resume along with a cover letter to rh@fromagestalbert.com indicating the job title and the posting reference number in the subject.