CrawlJobs Logo
Randstad Logo Randstad · Office Administration

Executive Assistant

Canada, Montréal Employment contract 65000.00 - 80000.00 CAD / Year · Job Posted June 02, 2026
Apply Position
Job Link Share

Job Description

Our client, a leading firm in interior design and layout in the corporate, commercial, health and institutional sectors, is looking for an Executive assistant/office coordinator for its office in Montreal. This position is a key role within the organization providing key administrative and clerical support to the President and project managers.

Job Responsibility

  • Greet visitors at reception
  • Offer and distribute beverages and/or food during meetings
  • Handle incoming phone calls
  • Manage the transfer of phone calls
  • Order catering services and serve the team's lunches
  • Maintain order and cleanliness throughout the office
  • Supervise housekeeping services
  • Ensure out-of-office messages are recorded
  • Collect and distribute mail daily
  • Ensure the distribution of samples
  • Coordinate with the external IT team
  • Manage office supply inventory and orders
  • File documentation
  • Plan and coordinate workshop reorganizations
  • Schedule internal meetings
  • Schedule external meetings and book restaurants and hotels
  • Manage invitations to one-off events
  • Coordinate the biannual update of the vacation calendar
  • Open a project number in the Excel sequential list and open the project in ABAK
  • Prepare service proposals
  • Save all service proposals on the server
  • Ensure service proposals sent for approval are received signed
  • Record rejected service proposals
  • Follow up with subcontractors
  • Enter subcontractor timesheets into the Abak system
  • Deposit customer checks
  • Scan the check and the deposit slip
  • Collect each employee's timesheets and complete payroll preparation summary file
  • Manage the group insurance program
  • Identify projects for interior design competitions and manage registration
  • Manage social media posting calendar
  • Coordinate scheduling of photo shoots
  • Coordinate marketing tasks
  • Prepare employee employment contracts
  • Prepare performance evaluation forms
  • Create employee files
  • Organize team events
  • Plan annual budgets
  • Maintain list of staff allergies/intolerances
  • Ensure job postings are published

Requirements

  • Excellent organizational skills, ability to multitask
  • Self-motivated, proactive, and highly responsible
  • Discreet
  • Fluent in spoken and written French and English
  • College diploma (DEC) in office administration or equivalent relevant experience
  • Minimum two (2) years in a similar role – Essential
  • Knowledge of Microsoft 365 and Teams – Essential
  • Knowledge of ABAK software – Desirable

What we offer

  • 3 weeks of paid vacation per year
  • Group insurance plan offered (after obtaining a permanent position – 3 months after hiring)
  • Opportunities for advancement
Randstad - All Job Offers

Looking for more opportunities?

Search for other job offers that match your skills and interests.

Suggested Tags: Frontend Developer Secretary Talent Manager Salesforce Administrator Data Analyst
Similar Jobs for

Executive Assistant

8 matching positions

Personal Assistant / Executive Assistant

Our client is a dynamic and growing business based in South West London. They ar...
Location
Location
United Kingdom , South West London
Salary
Salary:
35000.00 - 40000.00 GBP / Year
https://www.office-angels.com Logo
Office Angels
Expiration Date
Until further notice
Flip Icon
Requirements
Requirements
  • Proven experience in a PA or EA role
  • Excellent organisational and time management skills
  • Strong communication and interpersonal abilities
  • Proficiency in Microsoft Office Suite and digital tools
  • Ability to work independently and manage multiple priorities
  • Discreet, professional, and reliable
Job Responsibility
Job Responsibility
  • Provide high-level administrative support to senior executives
  • Manage calendars, schedule meetings, and coordinate travel arrangements
  • Prepare documents, reports, and presentations
  • Handle confidential information with discretion
  • Liaise with internal teams and external stakeholders
  • Assist with project coordination and follow-ups
  • Support with office management tasks as needed
What we offer
What we offer
  • Flexible working hours
  • Supportive and friendly team culture
  • Opportunity to grow with the business
  • Parttime
Read More
Arrow Right

Executive Assistant to Chief Executive

Join as an Executive Assistant to support the Chief Executive of a leading priva...
Location
Location
United Kingdom , London
Salary
Salary:
47319.00 - 59509.00 GBP / Year
https://www.office-angels.com Logo
Office Angels
Expiration Date
Until further notice
Flip Icon
Requirements
Requirements
  • Proven ability to support senior executives in complex environments
  • Exceptional diary and inbox management skills with high accuracy and attention to detail
  • Strong verbal and written communication abilities
  • Expertise in Microsoft Office and clinical software
  • Commitment to maintaining confidentiality and handling sensitive information responsibly
Job Responsibility
Job Responsibility
  • Prioritise and manage the Chief Executive's diary
  • Handle invitations for external events and speaking opportunities
  • Collaborate with internal and external stakeholders
  • Oversee the Chief Executive's inbox and correspondence
  • Organise travel and accommodation for meetings and events
  • Maintain confidentiality while handling sensitive information
  • Monitor key actions and decisions to ensure timely delivery
  • Support a range of meetings including senior management team sessions
  • Collaborate with OCCE team and other Executive Assistants
What we offer
What we offer
  • Impactful role supporting Chief Executive
  • Dynamic environment
  • Collaborative culture
  • Professional growth opportunities
  • Career development and further training
  • Fulltime
Read More
Arrow Right

Executive Personal Assistant

Temporary Executive Personal Assistant position supporting an Executive Director...
Location
Location
United Kingdom , Bury
Salary
Salary:
18.00 - 20.00 GBP / Hour
https://www.office-angels.com Logo
Office Angels
Expiration Date
Until further notice
Flip Icon
Requirements
Requirements
  • Proven experience as a Personal Assistant, preferably supporting senior executives
  • Exceptional organisational skills with a keen eye for detail
  • Strong written and verbal communication abilities
  • Proficiency in Microsoft Office suite and document production
  • Ability to work independently and take initiative
  • Discretion and sensitivity when dealing with confidential matters
Job Responsibility
Job Responsibility
  • Executive Support: familiarise yourself with the commitments, priorities, and working styles of the Executive Directors to efficiently manage less critical issues
  • Communication Liaison: Serve as the vital link between the Executive Directors, ensuring seamless communication and coordination
  • Project Coordination: Take charge of coordinating project work to help deliver exceptional results
  • Professional Correspondence: draught letters, emails, and other communications for the Executive Directors, ensuring clarity and professionalism
  • Initiative & Research: Actively seek information from various sources to empower the Executive Directors in their roles
  • prioritisation: Manage multiple tasks effectively, prioritising work to meet deadlines
  • Diary Management: Oversee the Executive Directors' inbox and diary commitments, filtering appointments and ensuring all necessary attendees are invited
  • Meeting Arrangements: organise meetings, including room bookings, equipment setup, and notifying relevant parties
  • Inquiries Handling: Respond to internal and external inquiries, gathering all pertinent information for informed responses
  • Minutes & Agendas: Support the production of meeting agendas, circulate materials, and take minutes/action notes when required
What we offer
What we offer
  • Supportive team environment
  • Valued and recognised contributions
  • Gain valuable experience
  • Fulltime
Read More
Arrow Right

Executive Assistant

We're seeking an experienced Executive Assistant to join our client's dynamic te...
Location
Location
United Kingdom , Edinburgh
Salary
Salary:
30000.00 GBP / Year
https://www.office-angels.com Logo
Office Angels
Expiration Date
Until further notice
Flip Icon
Requirements
Requirements
  • Previous Executive Assistant/ Personal Assistant experience
  • Previous experience working with Boards
  • Experience drafting and formatting documents
  • Experience taking verbatim notes in meetings
  • Good organisational and time management skills
  • Able to work under pressure, prioritise and multitask
  • Effective communication skills (verbal and written)
  • Being adaptable to changing priorities
  • Good working knowledge of IT applications
  • Keen eye for detail
Job Responsibility
Job Responsibility
  • Managing and coordinating the executive diary and scheduling
  • Organising virtual and in person meetings
  • Coordinating and attending Board meetings, including minute-taking and producing formal records
  • Arranging travel itineraries and accommodation bookings
  • Coordinating catering services for meetings and events
  • Reserving and preparing meeting venues
  • Planning and executing internal and external events
  • Supporting the preparation and distribution of Board documentation
  • Welcoming and assisting visitors to the office
  • Taking detailed notes and tracking actions during high-level meetings
  • Fulltime
Read More
Arrow Right

Executive Assistant

This role is for an Executive Assistant to support the Chief Product Officer (CP...
Location
Location
Australia , Sydney; Melbourne; Brisbane; Hobart
Salary
Salary:
Not provided
https://www.upguard.com Logo
UpGuard
Expiration Date
Until further notice
Flip Icon
Requirements
Requirements
  • Work experience as an Executive Assistant, Personal Assistant or similar operations role
  • Exceptionally detail-oriented with the ability to predict the future and have it sorted before we think of it
  • Experience in operations and process improvement
  • Knowledge of G-Suite knowledge
  • Action-oriented with excellent initiative, integrity and problem solving abilities
Job Responsibility
Job Responsibility
  • Coordinate diary and meetings with the ability to adapt to changing priorities
  • Format information for internal and external communication – memos, emails, presentations, reports
  • Facilitate executive meetings and accurately record meeting minutes
  • Coordinate leadership and team events, travel and accommodation arrangements
  • Develop processes to ensure the effective management of information and data
  • Contribute to strategic initiatives important for company success
  • Do all the above with an additional level of flair, creativity and ingenuity
What we offer
What we offer
  • Monthly Lifestyle subsidy: use this for financial, physical and mental wellbeing
  • WFH set-up allowance: to ensure you have the right environment to work in, we will help you get set-up within your first 3 months at UpGuard
  • $1500 USD annual Learning & Development allowance: to support your career development all team members will be able to expense development opportunities against this allowance
  • Generous Annual Leave/PTO allowances: time to recharge your batteries
  • Personal Leave allowance: this includes sick & carer’s leave
  • Fully remote working environment: whilst we have physical offices in Sydney & Hobart, we do not mandate compulsory attendance
  • Top spec hardware: all team members will be provided with top-spec laptops for their role
  • Fulltime
Read More
Arrow Right

Executive Personal Assistant

Executive Personal Assistant role supporting senior leadership in a fast-paced r...
Location
Location
United Kingdom , London
Salary
Salary:
48000.00 - 52500.00 GBP / Year
https://www.office-angels.com Logo
Office Angels
Expiration Date
Until further notice
Flip Icon
Requirements
Requirements
  • Proven experience supporting senior executives in a PA or EA capacity
  • Exceptional organisational and communication skills
  • High level of discretion and professionalism
  • Strong Microsoft Office skills (Outlook, PowerPoint, Word, Excel)
  • Available to start immediately or within the next 2 weeks
Job Responsibility
Job Responsibility
  • Providing high level support to Co-Founder & Investment Director
  • Manage complex diaries, travel arrangements, and meeting coordination
  • Prepare board packs, presentations, and briefing materials
  • Act as a gatekeeper and first point of contact for internal and external stakeholders
  • Support with confidential communications and strategic initiatives
  • Assist with project coordination and personal administration where required
What we offer
What we offer
  • Opportunity to work in a collaborative culture
  • Work with a respected organization with strong reputation in London property market
  • Fulltime
Read More
Arrow Right

Executive assistant

We are looking for a highly qualified Executive Assistant to provide first-rate ...
Location
Location
Canada , Saint-Laurent
Salary
Salary:
Not provided
https://www.randstad.com Logo
Randstad
Expiration Date
Until further notice
Flip Icon
Requirements
Requirements
  • Experience as Executive Assistant or Senior Administrator
  • Ability to manage complex tasks with discretion
  • Organized and proactive professional
Job Responsibility
Job Responsibility
  • Provide first-rate support to management team
  • Manage complex tasks with discretion
Read More
Arrow Right

Executive Personal Assistant

About the Company: Our client is a diversified holding company with investments ...
Location
Location
United States , New York
Salary
Salary:
175000.00 - 200000.00 USD / Year
arrowsearchpartners.com Logo
Arrow Search Partners
Expiration Date
Until further notice
Flip Icon
Requirements
Requirements
  • Bachelor’s degree
  • 5-8 years of experience as an EA/PA for a high-level executive
  • Experience with 24/7 support
  • Must be able to handle highly sensitive and confidential information with the utmost discretion and integrity
  • Advanced proficiency in Google Suite
  • Experience with various software tools
  • Experience with organizing travel required
Job Responsibility
Job Responsibility
  • Coordinate and maintain a demanding, multi-time zone calendar handling proactive scheduling, frequent changes, and conflict resolution
  • Plan and execute all aspects of domestic and international travel arrangements including itineraries, private and commercial air travel, ground transportation, and other accommodations
  • Prepare comprehensive meeting materials, conduct necessary research, and compile agendas
  • Ensure the Executive is thoroughly briefed for all personal and professional engagements
  • Manage and track various projects and deliverables ensuring deadlines are met
  • Maintain the Executive’s office, manage files, process expenses, oversee insurance submissions, and organize tax files
  • Coordinate with drivers and household staff
Read More
Arrow Right