Personal Assistant

Description:

Project B is seeking a highly organized and detail-oriented Personal Assistant to join their dynamic team. In this role, you will provide critical office management support and assist the Chief Science Officer (CSO). The ideal candidate will have significant experience supporting executive management and the ability to thrive in a fast-paced environment. This role requires you to work independently with minimal direction and be highly resourceful.

The position will require frequent travel (minimum of 120 days per year), with a minimum of 2 weeks' notice before each trip.

Key Responsibilities:

• Phone and Call Management: Answer and direct calls effectively.

• Calendar Management: Actively manage the CSO’s calendar and schedule appointments.

• Personal Errands: Assist the CSO with personal errands as needed.

• Administrative Support: Handle administrative tasks such as processing mailings, scanning, printing, and faxing.

• Travel Arrangements: Coordinate travel for executives and employees, including flight bookings, hotel accommodations, and car services.

• Office Equipment Management: Maintain office equipment such as fax machines, copiers, and printers.

• Meeting Coordination: Organize office meetings, conferences, and events.

• Daily Operations: Ensure smooth day-to-day operations of the office.

• Documentation: Prepare letters, presentations, and reports.

• Other Projects: Manage additional projects as assigned.

Job Requirements:

• Experience:

  • 5+ years of experience as an executive assistant or in a related administrative position.

• Education:

  • Bachelor's degree (or equivalent).

• Skills:

  • Ability to work in a fast-paced environment and handle demanding executive roles.

  • Strong proficiency in Microsoft Word, Excel, Outlook, and Teams.

  • Exceptional organizational skills and time management.

  • Ability to multi-task and prioritize multiple responsibilities.

  • Strong communication skills and ability to interact effectively with individuals at all levels.

  • High professionalism and ability to maintain confidentiality.

  • Fluent in both French and English.

Additional Information:

• Travel Requirements: Minimum of 120 calendar days per year, with at least 2 weeks' notice for travel.

• Location: Remote work.