Executive Assistant to the EVP, Operations and Chief Commercial Officer

Title: Executive Assistant to the EVP, Operations and Chief Commercial Officer
Field: High Technology
Status: Regular
Type: Full time
Salary: To be determined
Hiring date: ASAP

Position Summary

This position will serve as the right hand to the Executive Vice President, Operations and Chief Commercial Officer, while supporting the executive and senior management team.
With attention to detail, the ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills. You must have the ability to work independently on projects, from conception to completion, and be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.


Roles and Responsibilities

  • Manage the scheduling of the Executive Vice President, Operations and Chief Commercial Officer (EVP and CCO), including agendas, mail, email, calls, travel arrangements and other company logistics;
  • Work closely with the EVP and CCO to keep him well informed of upcoming commitments and responsibilities, following up appropriately. Act as a “barometer,” having a sense for the issues taking place in the environment and keeping the EVP and CCO updated. Anticipate EVP and CCO’s needs in advance of meetings, conferences, etc.;
  • Serve as the primary point of contact for internal and external constituencies on all matters pertaining to the EVP and CCO, including those of a highly confidential or critical nature. Prioritize and determine appropriate course of action, referral, or response, exercising judgement to reflect EVP and CCO’s approach and organization policy;
  • Manage travel logistics (flight and hotel reservations, customer visits, supplier visits, conference registrations, etc.);
  • Assist executive and senior management with daily management, scheduling meetings, note taking and redaction of minutes;
  • Serve as the EVP and CCO “gateway”, providing a bridge for smooth communication between the EVP and CCO, and staff, demonstrating leadership to maintain credibility, trust, and support with the management team. Complete projects by assigning work to appropriate staff, including the senior management team, on behalf of the EVP and CCO;
  • Prepare and review documents including correspondence, reports, drafts, memos, emails, presentation material and collateral using MS Office365 tools;
  • Facilitate smooth communications between the EVP and CCO and coworkers and between the EVP and CCO and external parties such as customers, media, and the public;
  • Assist with the creation, formatting and maintenance of global documentation;
  • Assist with special projects and assignments while maintaining a high degree of confidentiality;
  • Enter and keep up-to-date the EVP and CCO contacts in MS Dynamics CRM;
  • Assist with the planning, co-ordination, organization of all requirements of large-scale events, conferences and executive and senior team activities;
  • Handle external and internal requests with tremendous tact and diplomacy;
  • Monitor, respond, and distribute incoming communications;
  • Assist in drafting of proposals and quotations;
  • Act as resource personnel for departmental colleagues with respect to administrative issues;
  • Process expense reports;
  • Contract Management;
  • Perform other duties as required.


Training and Experience

  • College diploma in office administration or the equivalent;
  • 6 to 8 years of experience as an executive assistant, including supporting C-level executives;
  • Advanced computer skills in MS Word, Excel, PowerPoint, Outlook, Teams, SharePoint, OneNote and Dynamics CRM.


Skills and Competencies

  • Excellent written and spoken communication skills in English and French;
  • Multi-tasking and prioritization in a fast-paced environment with close attention to detail, accuracy andtimeliness;
  • Resourceful, detail-oriented and able to develop, execute, lead, and follow-through complex projects,programs, and assignments;
  • Capable of learning quickly and working independently, while embracing a team attitude;
  • Extremely pro-active, with an energetic and professional demeanor and high sense of urgency;
  • Demonstrated good judgment, ability to deal with highly confidential and sensitive issues;
  • Demonstrate honesty, integrity and loyalty, honour commitments and behave consistently;
  • Strong problem-solving skills;
  • Strong interpersonal skills.



  • Never give up
  • Organized
  • Proactive
  • Team player
  • Detail-oriented


Our Offer

  • Dynamic work atmosphere within a high technology company working within the global imaging ecosystem
  • Full time
  • Four (4) weeks vacation
  • Downtown Montréal location
  • Company in expansion

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