Executive Administrative Assistant – Executive Administrative Assistant
eStruxture Data Centers
full-time
Posted on:
Location Type: Hybrid
Location: Montreal • Canada
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About the role
- Travel and trip management
- Organize complex and detailed travel plans, itineraries, and schedules.
- Book and manage flights and hotel accommodations for the Executive Team and visiting executives.
- Work closely with members of the Executive Team to ensure travel and expenses are managed efficiently.
- Proactively manage the CEO’s personal and professional logistics.
- Organize and communicate details for company social events such as barbecues, holiday parties, and site visits.
- Coordinate meeting logistics and pre-read materials, including attendees, rooms, equipment, and meeting details.
- Ensure meetings run smoothly, including taking minutes, distributing notes, tracking action items, and following up.
- Gather agenda items and content for Town Halls, monthly Executive Team meetings, and other key events.
- Manage inventory and ordering of branded apparel and other supplies.
Requirements
- Five (5)+ years of experience in an administrative support role, preferably supporting senior executives.
- Strong organizational and time-management skills.
- Excellent written and verbal communication skills.
- Proficient with G Suite.
- Expertise in creating professional PowerPoint presentations.
- Experience with travel booking tools.
- Experience in event planning and coordination.
- Bilingual, spoken and written (French and English).
- Ability to prioritize and manage multiple tasks simultaneously.
- High accuracy and attention to detail.
- Strong interpersonal skills with the ability to work effectively with a broad range of stakeholders.
- Ability to handle confidential information with discretion.
Benefits
- Standard working conditions in a hybrid environment (office and home) with a regular Monday–Friday workweek
- Available on-call 24/7 to respond to occasional critical incidents
Applicant Tracking System Keywords
Tip: use these terms in your resume and cover letter to boost ATS matches.
Hard Skills & Tools
administrative supporttravel bookingevent planningPowerPoint presentationsG Suitetime managementattention to detaillogistics managementmeeting coordinationinventory management
Soft Skills
organizational skillswritten communicationverbal communicationinterpersonal skillsdiscretionability to prioritizemulti-taskingproactive managementstakeholder engagementteam collaboration