Executive Assistant

The Maples Group (Financial Services)•Montreal, QC

5d•Onsite

About The Position

The Maples Group is a global leader in financial services, trusted by many of the world’s largest hedge fund managers, private equity firms, and international corporations. Our side-by-side financial and legal teams consistently deliver award-winning services to a global client base, offering unrivalled learning and career opportunities to our 2,500 colleagues worldwide. We are driven to excel, and collaboration is key to our continued success. We can go further for our clients because we go further for each other too. Our inclusive culture creates an environment where people can be themselves at work while doing their best work. No matter where you work in the Maples Group, you will be part of a global team. Consistently recognised as one of Montreal’s Top Employers, the Maples Group established our operations in the central downtown area in 2009. Our Montreal office exemplifies our culturally rich and entrepreneurial organisation, with over 300 colleagues from 50 countries collaborating to deliver best-in-class solutions to clients worldwide.

Requirements

Indisputably high ethical standards and autonomy.
University graduates with an excellent academic background.
About 5 years of relevant experience as an executive / administrative assistant.
Fluency in English is required.

Nice To Haves

High degree of professionalism, attention to detail, mature business judgement, and extreme professional discretion are extremely important.
The executive assistant must be a culture carrier that behaves in a way that is consistent with the values of our firm and its leaders.
The Executive Assistant must be highly organized, available and able to quickly respond to critical situations and needs, which may be outside of regular business hours.
This is a demanding role that requires consistent execution on a high volume of work with precision and timeliness.
The ability to withstand the pressure of intense situations and a fast-paced environment is essential.

Responsibilities

Dealing with logistics and administrative matters for our senior executives, and represents them in communication with internal and external parties, as necessary.
Attending and preparing minutes for global meetings and calls.
Drafting office-wide or firm-wide written communications / presentations on behalf of the executives.
Planning and scheduling meetings, and managing executives’ calendars.
Maintaining complex spreadsheets and databases.
Preparing periodic and ad-hoc reports in collaboration with other business functions (e.g. Finance, Human Resources, Marketing).
Communicating with other business unit leaders on behalf of the executives.
Managing contract, expense and other approvals on behalf of the executives in accordance with policies and procedures.
Preparing virtual and physical meeting spaces for important internal and external meetings.
Travel planning and support for the executives.
Assisting the business development teams as necessary.
Assisting with the training and induction of certain high-profile new employees.
Coordinating special projects and events (e.g. planning major social events, support for facilitated sessions, organizing client activities).