CertKOR AI

Principal Executive Assistant and Executive Office Operations Manager

CertKOR AI

full-time

Posted on:

Location Type: Hybrid

Location: Montreal • Canada

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Job Level

Lead

Tech Stack

Flux

About the role

  • Proactively manage the flow of information to support decision-making;
  • Manage, categorize, and redirect messages received by the Executive Office;
  • Serve as liaison between Executive Office members, the President, and internal/external stakeholders, ensuring clear and timely communication;
  • Advise on managing opportunities and priorities;
  • Coordinate logistics for activities overseen by the Executive Office;
  • Manage preparation and obtaining of signatures for various forms, invoices, expense claims, and administrative documents, ensuring deadlines are met;
  • Provide support for administrative, financial, and logistical operations;
  • Perform other related tasks as needed to ensure smooth operations;
  • Coordinate, schedule, and prioritize appointments and meetings;
  • Proactively identify and resolve scheduling conflicts by proposing appropriate solutions;
  • Prepare, submit, and rigorously follow up on expense reports and reimbursement requests;
  • Prepare travel itineraries and anticipate logistical needs;
  • Coordinate meetings and manage logistics for external guests.

Requirements

  • Five (5) years of relevant experience managing administrative operations in a high-intensity environment (political, business, public figure, or other), or equivalent experience;
  • Knowledge of the AI ecosystem (an asset);
  • Excellent verbal and written communication skills in French and English;
  • Ability to manage priorities and meet deadlines;
  • Ability to handle sensitive information with discretion and professionalism;
  • Ability to manage multiple tasks simultaneously;
  • Availability to work outside regular business hours occasionally;
  • Adaptability and ability to learn in a continuously changing environment;
  • Meticulousness and attention to detail.
Benefits
  • Opportunity to contribute to a unique mission with significant impact;
  • Comprehensive group insurance plan (health, dental, disability, life, travel insurance, and supplementary coverage);
  • Employee and family assistance program;
  • Access to telemedicine services;
  • Annual leave policy providing a base of 20 vacation days starting at hire;
  • Retirement savings plan with a minimum employer contribution of 4%;
  • A generous flexible benefits budget that allows you to customize your benefits according to what supports your well-being. You can select and combine options that suit your needs, including lifestyle credits, enhanced insurance, additional vacation days, and an increased employer contribution to the retirement plan;
  • Flexible schedule, summer hours, and remote work options;
  • A workplace located in the heart of Little Italy, in the trendy Mile-Ex neighborhood, close to public transit;
  • A team of domain experts — passionate and inspiring people;
  • A collaborative and inclusive work environment.

Applicant Tracking System Keywords

Tip: use these terms in your resume and cover letter to boost ATS matches.

Hard skills
administrative operationsexpense reportslogistical operationsschedulingcommunication skillsbilingual (French and English)time managementattention to detaildiscretionadaptability
Soft skills
proactive managementliaisonproblem-solvingorganizational skillsinterpersonal skillsprofessionalismmeticulousnessability to handle sensitive informationability to manage multiple tasksability to meet deadlines