Executive Assistant & Office Administrator (m/f/d)

Nordex Group•Montreal, QC

2d•CA$85,000 - CA$95,000•Onsite

About The Position

The role of Executive Assistant & Office Administration directly supports the company’s mission to develop and deliver clean power plants that make 100% renewable energy a reality for the world. The Executive Assistant & Office Administrator plays a dual role within Nordex, providing high-level executive support to the Chief Financial Officer while also serving as the operational backbone of the Montreal office. This position requires a highly organized, discreet, and proactive professional who can seamlessly manage executive-level priorities alongside day-to-day office administration. The ideal candidate thrives in a fast-paced environment, handles confidential information with the utmost professionalism, and takes pride in keeping both the CFO and the office running efficiently.

Requirements

High school diploma required
3–5 years of experience in an executive assistant, administrative assistant, or office manager role, ideally supporting C-suite or senior leadership
Exceptional organizational and time management skills; ability to handle multiple priorities simultaneously in a fast-paced, deadline-driven environment
High degree of discretion and confidentiality when handling sensitive executive and business information
Strong written and verbal communication skills in both English and French; bilingualism is required given the Montreal office context
Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and video conferencing platforms (Teams, Zoom)
Proactive and self-directed; anticipates needs, identifies issues before they arise, and takes initiative to solve problems independently
Strong interpersonal skills and a polished, professional presence when interacting with senior leadership, visitors, clients, and external partners
Sound judgment and ability to prioritize competing demands with minimal direction
Detail-oriented with a commitment to accuracy in all tasks, including expense reporting, scheduling, and correspondence
Experience managing complex international travel arrangements across multiple time zones
Positive, service-oriented attitude and the ability to remain calm and effective under pressure
Driving is an essential function of the job. Must possess a full valid driver’s license and be insurable under our auto insurance policy. This position will be subject to periodic driver’s abstract checks to confirm continued insurability.

Nice To Haves

College diploma or technical certificate in Office Administration, Business, or related field is an asset, not required
Equivalent combination of education and hands-on administrative experience will be considered
Prior experience in a corporate, multinational, or professional services environment preferred
Experience managing office operations and facilities in a mid-sized office setting is a strong asset

Responsibilities

Manage the CFO's calendar with full ownership, including scheduling internal and external meetings, coordinating across time zones, and proactively identifying and resolving scheduling conflicts
Coordinate all CFO travel logistics end-to-end, flights, hotels, ground transportation, and visa requirements, and prepare comprehensive, detailed travel itineraries
Prepare and submit expense reports on behalf of the CFO, ensuring timely, accurate, and policy-compliant processing
Act as the primary liaison between the CFO and internal departments, following up on action items, tracking meeting outcomes, and ensuring commitments are fulfilled on time
Draft, review, and manage confidential correspondence and communications on behalf of the CFO with the highest level of discretion and professionalism
Prepare briefing materials, agendas, presentations, and supporting documents for CFO meetings, board sessions, and external engagements
Screen and prioritize incoming requests, emails, and calls directed to the CFO, ensuring timely and appropriate responses
Serve as the primary point of contact for the Montreal office, managing reception duties, greeting visitors, and handling incoming calls and correspondence in a professional and welcoming manner
Oversee office supply procurement, inventory management, and vendor relationship management, ensuring the office is consistently well-equipped and operating smoothly
Maintain the cleanliness, organization, and functionality of office common areas and meeting rooms; coordinate with building management on facilities-related matters and maintenance requests
Support the onboarding logistics for new employees joining the Montreal office, including workspace setup, access provisioning coordination, and local orientation
Plan and coordinate internal events, town halls, and team meetings, managing all logistics including room bookings, catering arrangements, and AV setup
Provide general administrative support to the Finance leadership team and other Montreal-based staff as required
Demonstrate a strong understanding of and commitment to safety protocols and procedures.
Ensure compliance with all safety regulations and company policies.
Proactively identify and mitigate potential safety hazards.
Properly use applicable safety equipment, including but not limited to eye protection, hearing protectors, steel-toe boots, and hard hats. Loose-fitting clothes and jewelry are not permitted.
Communicate effectively with team members and management to ensure a safe working environment.
Speak and understand English fluently to effectively communicate safety and job-related information, follow safety instructions, and collaborate with English-speaking supervisors and team members.