indeed
Executive Assistant
Cogeco
Montréal, CAN
Full Time
Senior
Hybrid
2 weeks ago
Calendar ManagementExecutive CommunicationsFinancial AdministrationBilingual (French/English)WorkdayShareworks
Free
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Calendar ManagementExecutive CommunicationsFinancial Administration
About the Role
Cogeco seeks an Executive Assistant to support the CHRO in Montreal. The role involves strategic calendar management, board material preparation, financial stewardship, and cross-functional communication.
Key Skills for This Role
Calendar ManagementExecutive CommunicationsFinancial AdministrationBilingual (French/English)WorkdayShareworks
Responsibilities
- Architect and optimize the CHRO’s daily schedule, proactively prioritizing commitments and managing incoming communications
- Maintain an approachable, service oriented mindset, remaining eager and available to support members of the extended HR leadership team during operational peaks
- Orchestrate the end to end preparation of materials for the Human Resources Committee and Board of Directors
- Draft, refine, and distribute high impact internal and external communications on behalf of the CHRO
- Act as a standard bearer for the company culture, modeling professional, transparent, and authentic conduct
- Serve as a liaison between the CHRO and external partners, Board members, and internal leadership teams
- Take ownership of the invoicing workflow, serving as the primary relationship manager with Accounts Payable
- Orchestrate complex travel itineraries and lead the planning for executive/management meetings
- Proactively monitor and track expenditures against designated budgets for special initiatives and HR programs
- Assist the team in structuring HR data sets and files to support administrative efficiencies and future AI model training
- Partner with the Compensation & Benefits team to execute highly confidential workflows, including the preparation of annual LTIP grant letters
Requirements
- 10+ years of progressive administrative, project management, or business support experience alongside senior leadership in a large corporate environment
- College diploma/degree in Business Administration, Office Automation, or a related discipline (or equivalent practical experience)
- Flawless professional fluency in both French and English (written and verbal)
- Advanced proficiency with modern office productivity suites and enterprise ecosystems (e.g., Workday, Shareworks)
- High emotional intelligence and exceptional discretion
Full Job Posting
Role Overview
- Reporting directly to the Chief Human Resources Officer (CHRO), the Executive Assistant (EA) will serve as a strategic gatekeeper, operational anchor, and organizational ally. This role is designed for a highly mature, proactive professional who balances structured process building with agile execut
- This role goes beyond traditional administration; you will optimize the CHRO’s daily operations, facilitate seamless communication across executive leadership, and help drive key operational initiatives for the extended HR teams.
- The ideal candidate is an energetic culture ambassador who connects organizational dots, anticipates friction points, and delivers solutions with collaborative, team first mindset.
Key Responsibilities
- Strategic Calendar & Workflow Management: Architect and optimize the CHRO’s daily schedule, proactively prioritizing commitments, managing incoming communications, and protecting time for high leverage strategic initiatives.
- Agile Team Support & Collaboration: Maintain an approachable, service oriented mindset, remaining eager and available to support members of the extended HR leadership team during operational peaks, as needed.
- Governance & Material Readiness: Orchestrate the end to end preparation of materials for the Human Resources Committee and Board of Directors. Manage critical timelines to ensure team readiness, conduct quality assurance, and oversee the compliant filing of final documentation.
- Executive Communications: Draft, refine, and distribute high impact internal and external communications, announcements, and updates on behalf of the CHRO, ensuring alignment with organizational tone and strategy.
- Cultural alignment and Stewardship: Act as a standard bearer for our ‘Human to Human’ culture. Model professional, transparent, and authentic conduct in every interaction, proactively fostering an environment of genuine connection that mirrors the CHRO’s leadership style and values
- Cross Functional Communication: Serve as a liaison between the CHRO and external partners, Board members, and internal leadership teams.
- Accounts Payable & Invoice Resolution: Take ownership of the invoicing workflow, serving as the primary relationship manager with Accounts Payable to systematically identify and resolve processing blocks, ensuring internal bottlenecks are permanently eliminated.
- Travel Planning and Meeting Coordination: Orchestrate complex travel itineraries and lead the planning for executive/management meetings, ensuring seamless execution of catering, technology, and room logistics.
- Budget Tracking & Spend Monitoring: Proactively monitor and track expenditures against designated budgets for special initiatives and HR programs such as recognition.
- Data & Digital Structure: Assist the team in structuring HR data sets and files to support administrative efficiencies and future AI model training.
- Executive Compensation Support: Partner with the Compensation & Benefits team to execute highly confidential workflows, including the preparation of annual LTIP grant letters.
Profile, Experience & Qualifications
- Experience: 10+ years of progressive administrative, project management, or business support experience alongside senior leadership in a large corporate environment.
- Education: College diploma/degree in Business Administration, Office Automation, or a related discipline (or equivalent practical experience).
- Bilingualism: Flawless professional fluency in both French and English (written and verbal) is strictly required.
- Business Curiosity: A strong desire to learn about the team's broader business operations.
- Technical Proficiency: Advanced proficiency with modern office productivity suites and enterprise ecosystems (e.g., Workday, Shareworks).
- High Emotional Intelligence (EQ): Exceptional discretion, tact, and judgment when handling highly sensitive and confidential HR information.
- Discretion: Absolute integrity and judgment when handling highly sensitive and confidential HR and executive data.
- Detail Orientation: An uncompromising eye for accuracy, formatting, and quality control across all deliverables.
- The Structural/Flexible Balance: Naturally leans toward building clean structures, files, and processes, but maintains the agility to pivot seamlessly when immediate, hands on support is required.
Additional Information
- #LI Hybrid
- Location: Montréal, QC
- Company: COGECO INC
- If you need any accommodations to apply or as part of the recruitment process, please contact us confidentially at inclusion@cogeco.com
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