Vacancy: Executive Secretary

Company: A reputable IT Company
Reports to: CEO

Job Summary:

The Executive Assistant (Bilingual) will support the executive team, most especially the CEO. The ideal candidate must be highly organized and proactive, fluent in English and French, and possess exceptional communication, organizational, and multitasking skills. This role requires a high level of professionalism, discretion, and the ability to handle sensitive information.

Key Responsibilities:

  • Administrative Support: Provide comprehensive administrative support to executives, including managing calendars, scheduling meetings, and coordinating travel arrangements.
  • Communication: Act as a liaison between executives and internal/external stakeholders, handling correspondence, phone calls, and emails in both English and French.
  • Document Preparation: Prepare and edit documents, presentations, and reports in both languages as required.
  • Meeting Coordination: Organize and coordinate meetings, including preparing agendas, taking minutes, and following up on action items.
  • Event Planning: Assist in planning and executing company events, meetings, and conferences.
  • Data Management: Maintain and update databases, records, and files, ensuring accuracy and confidentiality.
  • Travel Coordination: Arrange travel itineraries, accommodations, and logistics for executives and visiting clients or partners.
  • Project Assistance: Support various projects and initiatives by conducting research, gathering data, and providing administrative assistance.
  • Confidentiality: Handle sensitive information with the utmost confidentiality and discretion.
  • Multilingual Support: Provide translation and interpretation services as needed for meetings, documents, and communications.
  • Multilingual Support: Provide translation and interpretation services as needed for meetings, documents, and communications.

Qualifications

  • Education: Bachelor’s degree in Business Administration, Communications, or a related field preferred.
  • Experience: Minimum of 2 years of experience as an executive assistant or in a similar administrative role, preferably in the IT industry.
  • Language Skills: Fluency in both English and French (written and spoken) is required.
  • Technical Skills: Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with project management tools and software.
  • Organizational Skills: Excellent organizational and time-management skills, with the ability to prioritize tasks and meet deadlines.
  • Communication Skills: Strong verbal and written communication skills in both languages, with attention to detail.
  • Interpersonal Skills: Ability to build and maintain professional relationships with executives, team members, and external partners.
  • Problem-Solving: Strong problem-solving skills and the ability to work independently with minimal supervision.
  • Adaptability: Flexibility to adapt to changing priorities and handle multiple tasks simultaneously.
  • Adaptability: Flexibility to adapt to changing priorities and handle multiple tasks simultaneously.
  • Professionalism: High level of professionalism, integrity, and discretion in handling confidential information.