Executive Assistant and Office Experience Coordinator

Summary

Join AssistIQ as our Executive Assistant & Office Experience Coordinator and become an integral part of our growing team. You will provide high-level administrative support to executives and coordinate our Montreal office, acting as a front-line ambassador for our company culture. This role requires managing complex calendars, preparing correspondence and presentations, coordinating meetings and logistics, and tracking deadlines. You will also serve as the primary point of contact for visitors and vendors, ensuring a productive and positive office environment. Success in this position demands strong communication, organizational, and problem-solving skills, along with the ability to handle confidential information and prioritize multiple projects. The ideal candidate will be a personable, adaptable team player who thrives in a fast-paced environment.

Requirements

• French and English fluency is essential
• Previous executive assistant (EA) experience with at least 3-5 years, preferably as lead EA if part of a team, and/or office management required
• Strong verbal and written communication skills
• Effective organization and problem solving skills, with attention to details and ability to prioritize multiple projects simultaneously
• Culture-driven, creative, collaborative, people-first, and anticipatory to meet the needs of executives, staff, and visitors

Responsibilities

• Manage complex calendars for the executive team, including scheduling and monitoring of meetings, weekly and daily prep and coordination, and any travel arrangements
• Anticipatorily prepare, proofread, and edit correspondence, presentations (where applicable), and other documents
• Coordinate logistics for meetings, including preparing agendas, take notes, and following up on action items
• Track any deadlines, priorities, and progress of action items, ensuring Executive preparedness for (internal or partner) commitments
• Act as a liaison between executives, internal teams, and external stakeholders
• Handle confidential (and personal) information with discretion and professionalism, and assist with expense reports, budgeting, and personal administrative tasks as needed
• Serve as the front line of our culture and point of contact, for any and all visitors and Montreal office-related vendors, including deliveries, mail, supplies, office/equipment maintenance, and miscellaneous service providers
• Ensure the office environment is organized, clean, spirited, and conducive to productivity
• Support any building specific and/or company-wide communications, announcements, and event coordination
• Maintain and track accurate records, office procedures (including building safety and emergencies), and any pertinent administrative systems
• Coordinate with HR partners with onboarding new hires and any off-boarding processes (e.g. equipment, materials, building access, etc.)
• Create, organize and support any internal meetings, off-sites, and team-building activities

Preferred Qualifications

Bachelor’s degree in Communications and/or Journalism, Marketing, Business, or Hospitality is preferred

Benefits

• Health insurance
• Fully remote position
• Business travel when needed
• 3 weeks of vacation
• 10 sick days
• Flexible work hours