POSITION DESCRIPTION:

The Executive Assistant to the Chief Information Officer (CIO) provides high-level administrative support to the CIO and the IT leadership team. This role involves managing complex calendars, preparing executive communications, coordinating meetings, and assisting in the day-to-day management of the global IT organization. The ideal candidate will be highly organized, proactive, and able to handle confidential and time-sensitive matters with discretion.

SKILLS:

• Detail-oriented
• English
• French

YOUR FUTURE DUTIES AND RESPONSIBILITIES:

Executive support:

• Manage and maintain the CIO s complex calendar, ensuring prioritization of critical meetings and events, in coordination with the other executive assistants.
• Organize and coordinate internal and external meetings for the CIO and Global IT leadership team, including logistics, preparation of agendas, minutes, and follow up on action items.
• Assist with the preparation and delivery of key reports and briefings for steering committee meetings, leadership sessions, and external engagements.Manage Inbox to prioritize communications that required immediate attention
• Respond to and follow up as appropriate on emails and verbal requests – including drafting responses.
• Manage administrative tasks including preparation of expense report, time sheets, procurement requests, invoices, expense reports, hiring requests, etc.
• Maintain a communication calendar for CIO: Collaborate with the Global IT team to ensure effective and timely communication of IT initiatives.
• Manage and organize documentation, contracts, and other key materials as needed.

• Act as a trusted liaison both internally and externally to the executive team, maintaining confidentiality, discretion and professionalism always• Coordinate complex international and domestic travel arrangements, including flights, accommodations, and transportation for the CIO and IT leadership.

REQUIRED QUALIFICATIONS TO BE SUCCESSFUL IN THIS ROLE:

• Diploma/Degree from a post-secondary institution related to office administration and/or social sciences, or equivalent experience

• 5+ years of experience as an Executive Assistant, preferably supporting senior executives• Proven experience in handling complex administrative tasks.

• Experience in a global, matrixed organization is highly preferred.
• Strong organizational skills with the ability to prioritize tasks and manage time effectively. High degree of autonomy; able to problem-solve and troubleshoot;
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with collaboration tools (e.g., Microsoft Teams).
• Strong problem-solving skills and attention to detail.

Working Conditions:

• Fast-paced and dynamic work environment
• Occasional availability required outside regular working hours for emergencies or meetings across multiple time zones
• On-site presence required four days a week (up to five if needed), working closely with the Chief Information Officer and the IT leadership team

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Bilingualism (French and English) is required for this position due to the nature of the role requiring interaction with national and global clients.