Executive Assistant (Hybrid)

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JOIN OUR TEAM

Metro Supply Chain is a strategic supply chain solutions partner for some of the world’s fastest growing and most recognizable organizations. We advance our customers’ business through innovative, real-world solutions within a culture that supports our communities, protects our environment, and enables our team to thrive. Managing 14 million square feet in 98 sites across North America and Europe with a team of 6,000, it is the largest privately-owned supply chain solutions company based in Canada.

The Executive Assistant is responsible for providing professional, confidential and administrative assistance and support to the Chief Financial Officer (CFO), its team and other members of the executive team. The Executive Assistant will also be responsible for the administration of the Montreal Office.

RESPONSIBILITIES:

• Coordinates the CFO’s calendar and schedules appointments, events and meetings
• Secures meeting/conference rooms, catering, AV equipment and distributes handouts and meeting notes where necessary.
• Assists with the preparation of meetings and presentations including creating text, graphs, charts and tables.
• Ensure boardrooms are set up for meetings and unloaded when meetings conclude
• Greets visitors, answers inquiries and responds to meeting requests and emails on behalf of the CFO and other executives.
• Provides tracking of necessary budgets, including processing of expense reports and reconciliations.
• Arranges travel schedules and make reservations as necessary.
• Keep up-to-date contact lists.
• Maintain confidentiality of highly sensitive information.
• Organizes conferences and employee appreciation events.
• Provides general administrative support, i.e filing, photocopying, etc.
• Keep various databases, reports and templates up to date.
• Assist managers with onboarding new employees, ordering materials and pre-hire follow-ups
• Prepares and distributes internal communications where necessary.
• Answers telephone and electronic enquiries and relay telephone calls and messages.
• Coordinates incoming and outgoing mail and couriers.
• Responsible for break room management.
• Assist with office layout planning and office moves, and with managing and maintaining IT infrastructure.
• Makes sure the office is always functional, clean and tidy.
• Promotes a positive office culture and a healthy and friendly working environment.
• Manages office supplies, including ordering and distribution.
• Other duties as assigned.

SKILLS:

• Excellent organizational skills, including the ability to manage multiple, often competing priorities under pressure to meet tight deadlines.
• Strong MS Office skills including MS Word and PowerPoint are a must.
• Strong written and verbal communication skills; including strong proofreading and editing.
• Highly reliable with a demonstrated ability to multi-task.
• Ability to exercise political savvy and impeccable judgment.
• Strong problem-solving skills.
• Strong interpersonal skills to interact effectively with individuals at all levels of the organization as well as external customers and key stakeholders.
• Autonomous and self-driven.
• Bilingual (French and English)

QUALIFICATIONS:

• Related college diploma is required.
• University degree would be an asset. At least five years of related administrative support experience is required.

Why Join Us

• Work in an environment where safety is our first priority
• The opportunity to build a career with a growing company
• Medical, dental, and vision coverage for you and your family
• Life and disability insurance
• Wellness programs to support your family’s well-being
• A Retirement Savings Program with a company match
• Company team wear allowance
• Employee Appreciation Day
• Company sponsored social events
• Community volunteering

We are committed to building and fostering a diverse workplace where people feel included and valued. We encourage applications from all qualified individuals.
Should you require accommodation for a special ability or need during the recruitment process, please reach out to a member of our Human Resources Team.