Executive assistant

Intact FC • Montreal, QC

18d • Hybrid

About The Position

We’re looking for an Executive Assistant to join our growing team! You will provide proactive, high-quality support to two Vice Presidents. You’ll be the coordination engine behind complex schedules, cross-functional collaboration, and financial workflows, ensuring leaders and teams stay one step ahead. What you’ll do here:

Requirements

• Strong calendar and meeting management expertise; experience with travel coordination.
• Comfort with budgeting/invoicing workflows; finance background is a strong asset.
• Proficiency in MS Office (Word, Excel, PowerPoint); ease learning internal systems.
• Exceptional organization, attention to detail, and follow-through; able to manage multiple priorities and tight deadlines with discretion.
• Strong written and verbal communication; polished stakeholder management.
• Financial acumen with hands-on experience supporting budget tracking, invoicing, and expense reconciliation; able to manage POs, vendor coordination, and follow-ups with accuracy and discretion (Asset).
• High energy, proactive mindset, and a sense of urgency.
• Ability to work in a fast-paced environment.
• For candidates located in Quebec, bilingualism is required considering the necessity to interact on a regular basis with English-speaking colleagues across the country.

Responsibilities

• Executive support
• Own complex calendar management, prioritizing across shifting demands and diverse stakeholders.
• Coordinate meetings, agendas, materials, and follow-ups; capture actions and ensure closure.
• Arrange travel logistics (as needed), prepare itineraries, and manage changes.
• Prepare polished decks, documents, and trackers (PowerPoint, Word, Excel).
• Support expense processing and assist with budgeting cycles and invoice coordination.
• Finance-related administrative support
• Track budgets, POs, and invoices; coordinate with vendors and Finance for timely resolution.
• Maintain accurate records and provide regular status updates to leaders.
• Team and operations support
• Organize team events, offsites, and hospitality needs; provide day-of logistics support.
• Set up project/committee meetings, rooms, and equipment; publish agendas and materials.
• Maintain shared documentation, version control, and distribution lists.
• Provide backup support to other Executive Assistants as needed.
• Communication and coordination
• Serve as a reliable point of contact across teams and stakeholders, ensuring timely information flow and seamless coordination.
• Uphold confidentiality, professionalism, and sound judgment at all times.

Benefits

• Flexible work arrangements and a hybrid work model
• Possibility to purchase up to 5 extra days off per year
• Multiple benefits offered to support physical and mental wellbeing, including telemedicine, Wellness account and much more
• Share plan & other savings: up to 12% of salary or even more (ask how you could earn guaranteed income for life)
• Annual bonus target, based on the base salary, with a potential payout of up to double the target (subject to personal and company performance): 7.5%
• Employee Share Purchase Plan (ESPP) – with Intact matching 50% of your net shares.
• Opportunity to receive guaranteed income for life via our defined benefit pension plan.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed
• Number of Employees: 5,001-10,000 employees