Executive Assistant, Administration (SAEC)

iA Financial Group•Montreal, QC

5d•Hybrid

About The Position

Build the Future with Us Are you passionate about administration and eager to contribute to a company whose purpose is to help clients feel confident and secure about their future? As Executive Assistant, Administration (SAEC), you will play a key role in providing executive and administrative support to the Vice-President and leadership team in the day-to-day management of their activities. This position is an excellent opportunity to showcase your skills and fully leverage your potential within a caring and trustworthy organization. Here, people and their development are at the heart of everything we do, fostering an environment that encourages collaboration and innovation.

Requirements

Holds a College Diploma (DEC) in Office Administration, Business Administration, or a related field, or an equivalent combination of education and experience
Has 3 to 5 years of relevant experience in an Executive Assistant or senior administrative support role, ideally supporting executive leadership
Demonstrates excellent proficiency with Microsoft 365 applications (Word, Excel, Outlook, PowerPoint, Teams, OneNote) as well as artificial intelligence tools (Copilot)
Is comfortable using digital tools and social media platforms (e.g., LinkedIn), and is eager to learn and leverage new technologies, software, or applications (e.g., Salesforce)
Is recognized for being proactive
Stands out through strong organizational and planning skills
Demonstrates a high level of discretion
Is known for sound judgment
Has an excellent command of French and an intermediate level of English, as the successful candidate will collaborate both verbally and in writing with various internal and external English-speaking unilingual partners on a daily basis

Nice To Haves

Has experience coordinating cross-functional projects or corporate events (an asset)

Responsibilities

Providing direct administrative support in the day-to-day management of activities
Independently managing calendars, shifting priorities, deadlines, and follow-ups related to various files and projects
Coordinating business travel arrangements (travel bookings, accommodations, logistics) and preparing expense reports
Developing, maintaining, and updating files, databases, and systems used for processing confidential information
Managing, tracking, and coordinating sponsorship payment requests, including validating documentation, obtaining required approvals, and monitoring budgets
Following up on decisions, actions, deliverables, and next steps arising from meetings, committees, and governance bodies
Ensuring the classification, organization, and document management of the Vice-Presidency
Planning, coordinating, and preparing various meetings and events
Assisting the Vice-President and management team in the development, monitoring, and maintenance of visual management systems (VMS), dashboards, and performance indicators
Preparing agendas, PowerPoint presentations, surveys, workshops, briefing materials, and follow-up documents related to meetings and events
Recommending and implementing best practices in administrative and operational management, including reviewing and improving processes
Supporting internal communications for the Vice-Presidency (mailbox management, team messages, invitations, surveys, and ad hoc communications)
Actively participating in the preparation, drafting, review, proofreading, translation (French/English), and formatting of executive-level documents
Performing other related duties as required