ABOUT THE POSITION:

This is a unique, dual-purpose role designed for a candidate who is equally comfortable managing high-level executive responsibilities and serving as the first point of contact for clients, partners, and visitors. The Receptionist / Executive Assistant will split their time between providing senior-level support to executives and managing front desk, administrative, and light financial support functions. The ideal candidate is proactive, discreet, highly organized, and able to thrive in a fast-paced environment.

QUALIFICATIONS:

• 5 years of experience in an Executive Assistant or senior administrative role, ideally with reception or front-of-house exposure.
• Experience supporting financial processes such as invoice handling, expense reporting, or basic bookkeeping.
• Proven ability to handle sensitive and confidential information with discretion.
• Exceptional organizational skills and attention to detail with the ability to prioritize competing demands.
• Strong communication and interpersonal skills to represent the company professionally.
• Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and comfortable learning new systems.
• Demonstrated experience coordinating travel, schedules, and high-level meetings.
• Ability to work independently, exercise sound judgment, and proactively anticipate needs.
  Education: High School, English & French Spoken, English Written

• Manage complex executive calendars, including scheduling meetings, conference calls, and travel arrangements.
• Prepare meeting agendas, materials, and minutes while maintaining strict confidentiality.
• Act as a gatekeeper for executives, prioritizing communications and managing correspondence.
• Assist with preparation of presentations, reports, and other executive-level documentation.
• Coordinate special projects, strategic initiatives, and internal communications as assigned.
• Serve as the first point of contact for all visitors, clients, and incoming calls, ensuring a welcoming and professional environment.
• Oversee office operations including supplies, mail, courier services, and vendor coordination.
• Support meeting room bookings, event planning, and office logistics.
• Maintain office policies and procedures, ensuring a safe and efficient workplace.
• Provide general administrative support to the broader team as required.
• Assist the Finance Department with light transactional support, including:
• • Receiving, organizing, and tracking invoices.
• Posting and coding transactions into the accounting system under the direction of Finance.
• Assisting with expense report processing and supporting month-end documentation.
• Maintain accurate records and ensure sensitive financial information is handled with discretion and integrity.