Executive Assistant, Office of the President

Reporting to the Executive Assistant to the President and Chief Executive Officer the incumbent provides high-level administrative organizational and logistical support to the Office of the President. She contributes to the smooth running of executive operations the visibility of the CEO and the effective functioning of institutional activities.

Administrative and Organizational Support

• Manage a part of the correspondence and invitations for the Office of the President;
• Ensure the execution and follow-up of certain activities related to the CEOs schedule in accordance with established priorities and directives;
• Provide administrative support for the Chief Financial Officers (CFO) schedule;
• Prepare review and format executive-level documents;
• Organize business travel;
• Prepare and process expense reports (CONCUR);
• Provide administrative support for the CEOs commitments to external boards of directors;
• Coordinate end-of-quarter activities including data collection formatting printing and required signatures;
• Optimize and maintain a structured and efficient filing system for documents on OneDrive;
• Provide administrative support to the Finance team (meeting management schedules HR follow-ups timesheets);

Office Logistics and Coordination

• Manage the day-to-day logistics of the Office of the President;
• Prepare stock and set up meeting rooms;
• Welcome external guests and ensure a professional and courteous experience.

Communications and Outreach

• Ensure strict adherence to the CEOs recognition protocol in collaboration with Internal Communications;
• Provide administrative support for the preparation of the CEOs quarterly report;
• Manage the CEOs LinkedIn inbox.

Projects and Initiatives

• Collaborate with the Office of Strategic Initiatives to monitor key projects and initiatives ensuring that deadlines are met and deliverables are of high quality;

Qualifications :

• College diploma (DEC) in office administration or equivalent relevant training.
• At least 5 years of experience in executive support ideally working with senior management.
• Experience in a complex matrix or changing environment.
• Excellent organizational skills ability to prioritize and professional judgment.
• Proactive thorough and solution-oriented approach.
• Excellent proficiency in MS Office tools (Word Excel Outlook Teams) and demonstrated comfort with collaborative digital tools and AI (e.g. Copilot).
• Ability to learn quickly and adapt to new technologies.
• Fluency in spoken and written French and English*.

Additional Information :

Must be present at the office (300 Léo-Pariseau) 4 days a week.

Remote work is possible 1 day a week.

*A good knowledge of French is required for positions in Quebec. The incumbent will be required to communicate and collaborate frequently in English both orally and in writing with colleagues customers and other stakeholders in Quebec the rest of Canada and internationally.

**Artificial intelligence tools are used to analyze applications whether to sort or preselect profiles based on criteria related to job requirements. All applications are then reviewed by our recruitment team to ensure a fair and inclusive process.

Employment Equity

At Transat we foster an environment where inclusiveness respect and equity reign. We endeavour to build a workforce that reflects the diversity of our customers as well as the communities to which we travel. We encourage women members of visible minorities ethnic minorities aboriginal peoples as well as people with disabilities to submit their candidacy. Transat will accommodate people with disabilities throughout the recruitment and selection process. If you require an accommodation please contact us in order to work together in meeting adequately your needs. 

Remote Work :

No

Employment Type :

Full-time