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Administrative Assistant
Equativ (formerly Smart). Own complex calendars for three members of our executive team .
About the role
Key responsibilities & impact- Own complex calendars for three members of our executive team
- Schedule internal and external meetings, anticipate conflicts, and proactively defragment days for maximum focus time
- Prepare meeting agendas, briefing notes, and materials in advance — and ensure follow-ups don't fall through
- Coordinate recurring leadership team meetings, QBRs, and offsites across the region
- Book flights, hotels, ground transportation, and visas/work travel documentation for executives traveling across the US, Canada, and internationally
- Build clear, easy-to-follow itineraries with all confirmations, addresses, and contacts in one place
- Handle real-time changes — delayed flights, rebooked meetings, last-minute adjustments — with calm and speed
- Reconcile travel expenses and submit reports on behalf of executives
- Manage expense reports, vendor invoices, and corporate card reconciliation for the executive team
- Back up the Montreal office management function as needed (supplies, vendor coordination, employee events)
Requirements
What you’ll need- 3–5+ years of experience as an Executive Assistant, Administrative Assistant, or similar role — ideally supporting multiple senior leaders
- Strong calendar and travel coordination skills; comfort with tools like Google Calendar, Navan, Slack, and Gsuite.
- Exceptional organizational skills, attention to detail, and follow-through
- Discreet and trustworthy with confidential information — this role sits close to sensitive business and people decisions
- Excellent written and oral communication skills
- Calm, resourceful, and solutions-oriented under pressure
- Comfortable working across time zones and with executives who travel frequently
- Tech-savvy and curious about AI tools that can make executive support faster and smarter
- Experience in tech, ad-tech, media, or another fast-paced industry is an asset
Benefits
Comp & perks- 🌐 Worldwide ❌ Jobs You've Hidden ⭐️ Saved Jobs ✅ Applied Jobs ✉️ Email Alerts 👤 Account Equativ (formerly Smart) Website LinkedIn All Job Openings 501 - 1000 employees 📱 Media 🏢 Enterprise Adtech
- Media
- Enterprise Equativ is a prominent player in the advertising technology industry, offering solutions to engage digital marketplaces to help advertisers reach target audiences, and providing monetization strategies for publishers to optimize revenue. Specializing in both buy-side and sell-side technologies, Equativ provides a comprehensive suite of tools for advertisers and publishers alike, including SSP, ad server technology, and CTV formats. Following a merger with Sharethrough, Equativ positions itself as one of the largest independent ad platforms in the world, focusing on openness, accountability, and fair value to achieve advertising goals. With a strong emphasis on corporate social responsibility and diversity, Equativ is committed to enhancing its service offerings, scaling campaigns, and expanding into the fast-growing retail media channel. Administrative Assistant 🔥 2 minutes ago 🏢🏡 New York City – Hybrid 💵 $70k - $75k / year ⏰ Full Time 🟡 Mid-level 🟠 Senior 📋 Administrative Assistant 🗣️🇫🇷 French Required Apply Now Find Hiring Managers Customize resume + cover letter Report problem ☆ Save ☑️ Mark as applied ❌ Hide 📋 Description
- Own complex calendars for three members of our executive team
- Schedule internal and external meetings, anticipate conflicts, and proactively defragment days for maximum focus time
- Prepare meeting agendas, briefing notes, and materials in advance — and ensure follow-ups don't fall through
- Coordinate recurring leadership team meetings, QBRs, and offsites across the region
- Book flights, hotels, ground transportation, and visas/work travel documentation for executives traveling across the US, Canada, and internationally
- Build clear, easy-to-follow itineraries with all confirmations, addresses, and contacts in one place
- Handle real-time changes — delayed flights, rebooked meetings, last-minute adjustments — with calm and speed
- Reconcile travel expenses and submit reports on behalf of executives
- Manage expense reports, vendor invoices, and corporate card reconciliation for the executive team
- Back up the Montreal office management function as needed (supplies, vendor coordination, employee events) 🎯 Requirements
- 3–5+ years of experience as an Executive Assistant, Administrative Assistant, or similar role — ideally supporting multiple senior leaders
- Strong calendar and travel coordination skills; comfort with tools like Google Calendar, Navan, Slack, and Gsuite.
- Exceptional organizational skills, attention to detail, and follow-through
- Discreet and trustworthy with confidential information — this role sits close to sensitive business and people decisions
- Excellent written and oral communication skills
- Calm, resourceful, and solutions-oriented under pressure
- Comfortable working across time zones and with executives who travel frequently
- Tech-savvy and curious about AI tools that can make executive support faster and smarter
- Experience in tech, ad-tech, media, or another fast-paced industry is an asset Apply Now 📊 Check your resume score for this job Improve your chances of getting an interview by checking your resume score before you apply. Check Resume Score 🌐 Worldwide Built by Lior Neu-ner. I'd love to hear your feedback — Get in touch via DM or support@remoterocketship.com Search Search Jobs by country Search jobs by city Search jobs by job title Search entry-level jobs Search junior-level jobs Search senior-level jobs Search jobs by tech stack Search jobs by contract type Search remote internships Search remote part-time jobs Remote jobs Anywhere in the World Companies Hiring Anywhere in the World Companies Hiring Sales People Anywhere in the World Companies Hiring Software Engineers Anywhere in the World Resources Advice Tips for finding remote jobs Interview questions and answers Resume examples Cover letter examples Post a job Affiliates Privacy policy Terms of service Job board SEO course AI Apply Copilot OpenClaw job finder Jobs by Country Remote jobs anywhere in the world (Worldwide remote jobs) Remote jobs United States Remote jobs Australia Remote jobs Brazil Remote jobs Canada Remote jobs France Remote jobs Ireland Remote jobs Germany Remote jobs Netherlands Remote jobs Spain Remote jobs UK Popular Jobs Remote data analyst jobs Remote customer support jobs Remote executive assistant jobs Remote marketing jobs Remote product designer jobs Remote product manager jobs Remote project manager jobs Remote recruiter jobs Remote sales jobs Remote software engineer jobs Jobs by Type Remote full-time jobs Remote part-time jobs Remote contract jobs Remote internship jobs Remote entry-level jobs Remote jobs with no experience required Remote junior jobs (1-3 years of experience) Digital nomad jobs Remote jobs with no degree required Freelance remote jobs Temporary remote jobs Remote jobs hiring now Stay at home mom jobs
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Hard Skills & Tools
calendar managementtravel coordinationexpense reportingvendor coordinationmeeting preparationitinerary buildingconfidential information handlingdocument reconciliationscheduling
Soft Skills
organizational skillsattention to detailcommunication skillsdiscretionresourcefulnesssolutions-orientedcalm under pressurefollow-throughtrustworthiness