Executive Assistant to Director General - 1 month

Our client is an international company.g

Missions

• Provide administrative and coordination support to the Executive Director's Office (EDO)
• Serve as the first point of contact for the Executive Director for internal and external parties
• Manage the Executive Director's daily schedule and task list
• Organize the Executive Director's meetings, ensuring the agenda and documentation are available and distributed in a timely manner
• Effectively organize the Executive Director's participation in events related to the organization's work and partnerships (working lunches and dinners, retreats, high-level meetings, receptions, conferences, etc.)
• Make logistical arrangements for internal and external meetings convened by the Executive Director, Chief of Staff, or Senior Advisor
• Manage all aspects of the Executive Director's travel arrangements, before and after travel (transportation, visa, accommodation, itinerary, briefing book, Daily Subsistence Allowance, expense claims)
• Draft letters and memoranda for final approval and signature by the Executive Director
• Review and log all incoming correspondence and invitations, and route them for action/advice to other staff as necessary; maintain a tracking system to ensure timely action on delegated items
• Maintain and update contact lists, the filing system, archives, and ensure the general efficient functioning of the EDO
• Prepare invoices, payment requests, and expense claims for the EDO cost center, and manage petty cash
• Provide general support to the EDO team

Profil du candidat

• Excellent communication skills (written and spoken) in English and French, including the ability to draft formal correspondence and translate documents between the two languages. Proficiency in Spanish is considered an asset
• Outstanding interpersonal skills, flexibility, and the ability to work effectively in a multicultural, team-oriented environment with staff at all levels (internal and external)
• Proven ability to perform well under pressure and manage multiple tasks in a fast-paced environment with shifting priorities
• High attention to detail and adherence to relevant guidelines, ensuring overall quality and consistency of outputs
• Demonstrated discretion, sound judgment, tact, and diplomacy, with a strong track record of handling confidential information appropriately
• Proactive and self-motivated, with strong organizational and time-management skills
• Willingness to work extended hours, including occasional weekends, as required
• High level of adaptability, resourcefulness, and initiative

Conditions et Avantages

Full time role for a month.