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Executive Assistant - Montreal

Montreal Office

Date Posted: 03-12-19

There’s a moment when it all comes together. When a complicated challenge turns into a creative solution. When a problem turns into an opportunity. We live for those moments.

Here at Fuel, creativity is what drives us forward. We want the outliers. The non-conformists. The game-changers. And that’s where you come in. To transform the face of logistics, we need your help. This is not just a job, it’s a lifestyle. We want you to be excited about the work you’re doing and the company you’re doing it for. And if challenges arise? That’s ok – rise to the challenge. No two days are exactly the same and that’s what makes working at Fuel so gratifying.

The person selected will be responsible to facilitate effective time and calendar management support for the executive team at our Head Office in LaSalle.  The position consist on providing on-time information and administrative assistance to management in preparing executive level reports, presentations, documentations and facilitate project follow-up.  Also, the person will be responsible for researching and responding to administrative issues as well as other ad hoc inquiries from management.

Rise to the challenge. Find your Fuel.

Detailed Job Description:
  • Maintain the executive’s team calendar and assist scheduling of meetings, conferences, teleconferences and routing correspondence on his behalf.
  • Drafting documents and translating letters.  (French and English)
  • Assist to organize special corporative events and manage corporate lodge.
  • Collect, analyze, modify and file information.
  • Coordinate travel arrangements for all employees.
  • Manage, filter and prioritize work flow as per urgency level.
  • Record meetings minutes, answer phone calls and escalate relevant information to management.
  • Provides administrative support to the executive team, including but not limited to: general administrative and content support, document translation and other modifications as needed.
  • Compile and prepare correspondence and reports; research and respond to administrative issues and inquiries.
  • Coordinate and follow-up on projects.
  • Liaises and coordinate with other departments to ensure fluidity of daily operation activities.
  • Maintain the integrity and confidentiality of information passing through the executive’s offices.
  • Performs other related duties as assigned.
Skills & Requirements:
  • University or Collegial Degree with at least 5 years of practical experience in a similar role, assisting an executive team.
  • Intermediate skills using a variety of computerized software packages such as; Microsoft Word, Excel, Access and PowerPoint.
  • Ability to communicate effectively, both verbally and in writing, with all levels of the organization. (French and English)
  • Strong abilities in report writing and presentation creation.
  • Ability to work effectively, both independently and as part of a team.
  • Good analytical skills, able to influence others and support on process implementations.
  • Effective scheduling and time management skills, able to prioritize, organized.
  • Ability to respond to changing priorities and unforeseen circumstances.
  • Accessible 24/7 to support President and Vice-President for events or situation, when needed.