Bilingual Executive Assistant (ENG/FR)

Loblaw Companies Limited•Montreal, QC

17h•CA$68,000 - CA$93,500•Onsite

About The Position

Reporting directly to the Provigo Group Director, the incumbent coordinates a variety of administrative tasks to support the Director and the Operations team. The successful candidate must demonstrate strong communication, organizational, and administrative skills, work independently, and exercise sound judgment in problem-solving. The role also requires handling sensitive and confidential documents in a professional manner, while effectively managing multiple priorities in a fast-paced environment.

Requirements

This position requires a high level of initiative and strong judgment to organize and prioritize tasks, workload, projects, and competing deadlines.
Courtesy, tact, and diplomacy are essential when interacting with colleagues and in day-to-day working relationships.
Proven ability to manage multiple priorities in a fast-paced environment while maintaining strong attention to detail.
Experience supporting and coordinating meetings, events, and operational activities.
Strong understanding of related work methods to adapt to a variety of tasks.
Ability to provide routine information and coordinate tasks and work methods with other employees.
Demonstrate professionalism, tact, diplomacy, and discretion when dealing with Franchise Owners and colleagues, including members of the leadership team.
Ability to apply a variety of established solutions to resolve problems and implement improvements.
Adaptable and able to establish and prioritize work in response to changing demands and exceptions.
Comfortable working with diverse personalities and working styles.
Strong verbal communication skills in both individual and group settings, including over the phone.
Strong written communication skills, including the ability to draft clear documents and perform proofreading and editing.
Must be fully bilingual in French and English.
Strong computer skills with the ability to produce reports, documents, and presentations.
Proficiency in multiple software applications is required.

Responsibilities

Utilize advanced computer skills to prepare reports, documents, meeting minutes, and perform various administrative duties.
Compile, produce, and distribute operational and period-end reports to Operations teams to ensure timely communication of information.
Respond to inquiries from stores and Operations teams to resolve issues and concerns efficiently and promptly.
Maintain the Director’s calendar by organizing corporate meetings, coordinating events, and scheduling appointments with internal employees and external visitors to optimize time management.
Support the planning and coordination of meetings, conferences, and events, ensuring all logistics are organized and executed successfully.
Receive, sort, and prioritize mail, identify required actions and deadlines, and ensure timely follow-up and responses.
Accept and coordinate package deliveries to ensure timely distribution of kits and documents.
Arrange and confirm travel bookings on behalf of the Director to optimize time and cost efficiency.
Organize and maintain various filing systems to manage and retain data and documentation and facilitate information retrieval.
Perform additional administrative duties such as filing, document scanning, expense tracking, invoice coding, and preparing documents and reports to support the efficient operation of the department.