Executive assistant

This pivotal role provides executive support in a fast-paced environment, managing administrative tasks, coordinating with internal and external stakeholders, and assisting with special projects. The ideal candidate must demonstrate expert-level proficiency in the Microsoft Office Suite, particularly Outlook and PowerPoint, to effectively manage complex calendars, streamline communication, and produce high-impact presentations. Attention to detail, discretion in handling confidential information, and the ability to anticipate the needs of the HMBD are essential.

We are looking for motivated individuals eager to excel in this role and become the right hand of the Chief Marketing Officer.

If this sounds like you, don’t hesitate to apply for this downtown Montreal-based position!

Advantages
We offer a comprehensive salary and benefits package that is very competitive, together with opportunities for personal and professional growth. Our benefits include:
•A health and wellness subsidy
•An annual education & tuition reimbursement
•Flexible medical and dental benefits (effective from day 1)
•Short term and long term disability insurance
•2 Personal days
•Employee & family assistance program
•Paid vacation and sick days
•Group retirement savings plan with matching contributions
•Monetary incentive for employee referrals
•Flexible working arrangements ( 3 days at the office- 2 days remote)
•Opportunities to give back to your community through firm initiatives
•An engaging firm culture that celebrates our hardworking and dedicated people


Responsibilities

Responsibilities include but are not limited to:

Project Management & Integration: Lead coordination of marketing initiatives and special projects, leveraging project tracking tools and dashboards. Ensure seamless execution and on-time delivery by applying advanced technical tools and automation where possible.
Meeting Preparation: Prepare sophisticated, visually compelling PowerPoint presentations and briefing materials. Utilize digital tools to compile and summarize data. Attend meetings to take minutes, record action items, and follow up using shared task management platforms.
Communication & Coordination: Act as the HMBD’s primary point of contact and handles sensitive communications with discretion:. Use advanced Outlook features, such as flags, categories and to manage communication flow and ensure timely, professional responses.
Financial & Data Support: Assist with budget tracking and reporting using Excel and other financial tools. Build and maintain reporting templates and dashboards to support marketing performance reviews.
Calendar & Email Management: Independently manage the CMO’s complex calendar using advanced Outlook functions (e.g., shared calendars, scheduling polls, priority flags). Monitor and triage emails, drafting responses and escalating critical items as needed.
Documentation & Presentations: Prepare high-impact reports, memos, and business documents. Be an expert in PowerPoint, designing polished, brand-aligned decks for internal and external audiences.
Event Coordination: Use event management platforms to organize and support internal and external events, ensuring flawless logistics and branded materials.
Travel Management: Coordinate intricate travel plans across time zones using digital booking tools. Prepare detailed itineraries and contingency options.
Senior Marketing Team Support: Provide high-level administrative and project support to senior team members. Anticipate team needs and proactively address tech-based challenges or gaps.
Confidentiality & Discretion: Handle sensitive information with strict professionalism, ensuring secure digital storage and communication practices.

Qualifications
A post-secondary degree or diploma in business administration, marketing, or a related field.
Minimum 5–7 years as an Executive Assistant supporting C-suite executives, ideally in a marketing or professional services setting.
Bilingual (English and French) with excellent verbal and written communication skills.
Expert-level proficiency in Microsoft Office Suite, particularly Outlook and PowerPoint—including advanced calendar management, conditional formatting, slide master design, and visual storytelling.
Strong Excel capabilities (e.g., pivot tables, formulas, conditional formatting) and fluency with digital collaboration tools (e.g., Microsoft Teams, SharePoint, OneDrive, Adobe Acrobat).
Demonstrated comfort working with marketing and business systems (e.g., CRM, CMS, event platforms).
Highly organized with exceptional attention to detail and the ability to manage competing priorities in a fast-paced, tech-enabled environment.
Strong communication skills with experience drafting professional correspondence and executive-level documents.
Ability to exercise discretion, anticipate needs, and resolve issues proactively.
Flexibility to work outside regular business hours for high-priority matters or events.


Summary
Interested in this position?

Send us an email anytime at [email protected]

If you know anyone interested in administrative support positions, please feel free to provide them with our contact information. We will be happy to help them!

For more information on this and all other positions currently available, visit www.randstad.ca.

We look forward to receiving your resume!

All resumes received will be considered equally.

Only selected candidates will be contacted.


Randstad Canada, 525 Viger Avenue West, Suite 501, Montreal, Quebec H2Z 0B3

Randstad Canada is committed to fostering a workforce reflective of all peoples of Canada. As a result, we are committed to developing and implementing strategies to increase the equity, diversity and inclusion within the workplace by examining our internal policies, practices, and systems throughout the entire lifecycle of our workforce, including its recruitment, retention and advancement for all employees. In addition to our deep commitment to respecting human rights, we are dedicated to positive actions to affect change to ensure everyone has full participation in the workforce free from any barriers, systemic or otherwise, especially equity-seeking groups who are usually underrepresented in Canada's workforce, including those who identify as women or non-binary/gender non-conforming; Indigenous or Aboriginal Peoples; persons with disabilities (visible or invisible) and; members of visible minorities, racialized groups and the LGBTQ2+ community.

Randstad Canada is committed to creating and maintaining an inclusive and accessible workplace for all its candidates and employees by supporting their accessibility and accommodation needs throughout the employment lifecycle. We ask that all job applications please identify any accommodation requirements by sending an email to [email protected] to ensure their ability to fully participate in the interview process.