Executive assistant- VP

Intact FC • Montreal, QC

1d • CA$74,800 - CA$91,400 • Hybrid

About The Position

We are looking for a talented Executive Assistant to join our growing team! We are always on the lookout for great talent; even if we don't have an opening at this exact moment, we encourage you to apply so we can connect when the right opportunity arises.

This role is a new member of our growing team. We are an equal opportunity employer. At Intact, our Value of respect is founded on seeing diversity as a strength. We strive to create an accessible workplace where employees feel valued, included and encouraged to share their unique perspectives. We encourage applications from individuals who are members of equity-deserving groups, including but not limited to women, Indigenous peoples, persons with disabilities, Black people, and members of the 2SLGBTQI+ community. As part of Intact’s commitment to reconciliation, we acknowledge that we work, meet and travel across the land currently called Canada, originally inhabited by First Nations, Metis and Inuit people. This history extends through many centuries and continues to evolve today. We have policies to ensure equal access and participation for people with disabilities, including providing workplace adjustments (accommodations). A copy of applicable policies is available on request. If we can provide a specific adjustment to make the recruitment process more accessible for you, please let us know when we reach out about a job opportunity. We’ll work with you to meet your needs. Learn more about our recruitment process and your candidate journey here. Please note that Intact does not provide sponsorship or other support for immigration-related matters including but not limited to employer-specific closed work permits. Candidates must be eligible to work in Canada from the anticipated start date and throughout their employment and are solely responsible for maintaining their work eligibility. If you are an employee of Intact or belairdirect, please apply for this role on Internal Career Site.

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.
• High energy, proactive mindset, and a sense of urgency.
• Ability to work in a fast-paced environment.
• No Canadian work experience required however must be eligible to work in Canada.
• For candidates located in Quebec, bilingualism is required considering the necessity to interact on a regular basis with English-speaking colleagues across the country.

Nice To Haves

• 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

Responsibilities

• Executive support (supporting 2 VPs)
• 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.
• Track budgets, POs, and invoices; coordinate with vendors and Finance for timely resolution.
• Maintain accurate records and provide regular status updates to leaders.
• 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.
• 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.
• Pension offerings provide flexibility and long-term security for our employees beyond their careers. We are one of the few companies offering the opportunity to receive guaranteed income for life via our defined benefit pension plan.

What This Job Offers

• Job Type: Full-time
• Career Level: Executive
• Education Level: No Education Listed