Administrative Assistant

Equativ•Montreal or New York City, NY

2d•Onsite

About The Position

We're looking for a sharp, proactive, and impeccably organized Administrative Assistant to support three senior leaders across our Americas region — including our President of Americas — based out of our NYC office, our Chief Partnership Officer and Chief Commercial Officer based out of our MTL office. This role is perfect for someone who thrives at the center of the action, anticipates needs before they're voiced, and treats every calendar, flight, and meeting as an opportunity to make their leaders more effective. You'll be the glue between three executives split across Montreal and New York, owning their calendars, coordinating travel, and making sure nothing slips through the cracks. You'll work in English and French every day, partner closely with our People & Culture, Finance, and Office Management teams, and be a trusted point of contact for clients, partners, and internal stakeholders. If you have strong organizational chops, calm-under-pressure judgment, and a passion for creating a seamless executive experience, we'd love to hear from you!

Requirements

3–5+ years of experience as an Executive Assistant, Administrative Assistant, or similar role — ideally supporting multiple senior leaders
Strong calendar and travel coordination skills; comfort with tools like Google Calendar, Navan, Slack, and Gsuite.
Exceptional organizational skills, attention to detail, and follow-through
Discreet and trustworthy with confidential information — this role sits close to sensitive business and people decisions
Excellent written and oral communication skills
Calm, resourceful, and solutions-oriented under pressure
Comfortable working across time zones and with executives who travel frequently
Tech-savvy and curious about AI tools that can make executive support faster and smarter
Fluently bilingual in French and English (written and spoken) — non-negotiable (for Montreal-based role)
Excellent written and oral communication skills in both languages (for Montreal-based role)

Nice To Haves

Experience in tech, ad-tech, media, or another fast-paced industry is an asset

Responsibilities

Own complex calendars for three members of our executive team
Schedule internal and external meetings, anticipate conflicts, and proactively defragment days for maximum focus time
Prepare meeting agendas, briefing notes, and materials in advance — and ensure follow-ups don't fall through
Coordinate recurring leadership team meetings, QBRs, and offsites across the region
Book flights, hotels, ground transportation, and visas/work travel documentation for executives traveling across the US, Canada, and internationally
Build clear, easy-to-follow itineraries with all confirmations, addresses, and contacts in one place
Handle real-time changes — delayed flights, rebooked meetings, last-minute adjustments — with calm and speed
Reconcile travel expenses and submit reports on behalf of executives
Manage expense reports, vendor invoices, and corporate card reconciliation for the executive team
If you're based in Montreal: Back up the Montreal office management function as needed (supplies, vendor coordination, employee events)