Executive Assistant, SAEC Distribution

iA Financial Group•Montreal, QC

12d•Hybrid

About The Position

As an Executive Assistant, SAEC Distribution, you will play a key role in providing executive and administrative support to the Vice Presidency and the leadership team in the day-to-day management of their activities. This position represents a great opportunity to showcase your skills and fully leverage your potential within a caring and reliable company. Here, people and their development are at the heart of our priorities, fostering an environment that encourages collaboration and innovation.

Requirements

College diploma (DEC) in office technology, administration or a related field, or any equivalent combination
3 to 5 years of relevant experience in an executive assistant role or high-level administrative support, ideally supporting an executive leadership team
Excellent command of the Microsoft 365 suite (Word, Excel, Outlook, PowerPoint, Teams, OneNote) as well as artificial intelligence tools (Copilot)
Comfortable with digital tools and social media (LinkedIn) and is interested in learning and leveraging new technologies, software or applications (Salesforce)
Proactive
Strong organizational and planning skills
High level of discretion
Sound judgment
Strong proficiency in French and an intermediate level of English

Nice To Haves

Experience coordinating cross-functional projects or corporate events

Responsibilities

Provide direct administrative support in the daily management of activities
Independently manage calendars, shifting priorities, deadlines and follow-ups related to files
Coordinate business travel (travel bookings, accommodations, logistics) and prepare expense reports
Develop, maintain and update files, databases and systems for processing confidential information
Manage, monitor and coordinate the payment of sponsorship requests, including validating documentation, obtaining required approvals, and tracking budgets
Follow up on decisions, actions, deliverables and next steps resulting from meetings, committees and governance bodies
Ensure the classification, organization and document management of the Vice Presidency
Plan, coordinate and prepare various meetings and events
Assist the Vice Presidency and the management team in the development, monitoring and maintenance of DMS, dashboards and performance indicators
Prepare agendas, PowerPoint materials, surveys, workshops, information documents and follow-ups related to meetings and events
Recommend and implement best practices in administrative and operational management, including reviewing ways of working
Support internal communications for the Vice Presidency (mailbox, team messages, invitations, surveys, ad hoc communications)
Actively participate in the preparation, drafting, revision, proofreading, translation (French/English) and formatting of executive-level documents
Analyze data from systems (Salesforce) to identify trends, produce reports, draw insights and recommend actions
Perform other related tasks