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Executive Administrative Assistant Job

Job Classification:  Onsite

 

Distech Controls’ success and reputation are fueled by our world-class team of employees. We look for qualified individuals who are striving to succeed and that wish to actively contribute to our continued growth. Distech Controls values its team members and offers them a modern, motivating work environment, and competitive salaries and benefits.

 

Who is Distech Controls?

Distech Controls is a Canadian-based company located in Brossard, on the South Shore of Montreal (QC), with a European headquarter in Brignais (Lyon), France. We are proud to be part of the Acuity Brands family since 2015. Our mission is to connect people with intelligent building solutions for better health, better space, better efficiencies through our forward-thinking technologies and services. Our passion for innovation, quality and sustainability guides our business on a daily basis, as we light the way to a brilliant, productive and connected world.

 

Why Work for Distech Controls?

  • Innovative driven company
  • Dynamic workplace
  • Open minded company
  • Fast-paced company
  • Modern work environment designed for our employees Indoor and outdoor bistro areas, lounges, coffee stations

 

DCI - Distech Controls Inc. (North American headquarter)

  • Continuous professional development program
  • Extensive benefits, including annual performance bonus, group insurance and RRSP program
  • 5 floating days and 3 weeks’ vacation from year one (accrual)
  • Reward programs
  • LEED-Certified building
  • Foosball and ping-pong tables
  • Situated near quartier Dix30
  • On-site gym
  • Daily fresh fruit
  • Hot and cold beverages stations
  • Accessible transportation services including OPUS card reader onsite
  • Deep frozen meal prepared by culinary chefs
  • Rewards program

Job Summary

The primary purpose of this position is to provide efficient and effective executive support of a complex and responsible nature to the President of an international company. You will independently manage priorities while understanding and anticipating the needs of the executives. You will serve as a liaison between the executive staff and high level internal and external customers requiring discretion, confidentiality, and initiative. You will continually exercise judgment to reflect the executive's style and company policy.


You will serve both as an Executive Assistant and a Building/Office Manager. As an Executive Assistant, you will be responsible for assisting the President and senior management in their day-to-day tasks. You will be responsible for attending management meetings, drafting follow-up items (actions) and updating related charts. As a Building/Office manager, you will be responsible for managing the corporate head office in Brossard. You will also be responsible for coordinating and directing major projects for the head office. You will have under your direct supervision a more junior Assistant. 

How you will contribute:

• Independently manage competing priorities, tasks and projects while anticipating and assessing needs of executives.  Take complete ownership of assignments and consistently demonstrate commitment to meet prescribed deadlines. Exercise professional judgment and confidentiality in completing daily tasks.
• Effectively manage calendar by scheduling meetings, anticipating changes, and rearranging meetings as appropriate. Establish a systematic method for tracking meeting requests and communicate regularly regarding calendar issues and changes.  Identify and respond to problems in a timely manner using alternative approaches and sound judgment in developing a solution.
• Develop and maintain effective partnerships with internal and external stakeholders to collaborate effectively in facilitating work and accomplishing objectives.  Serve as a role model and mentor for others in building relationships, teaming, and commitment to service.  Meet new challenges and changes with an open and optimistic attitude in order to contribute to the overall success of the company.
• Coordinate and plan domestic, international, and private air travel arrangements.  Determine most efficient and cost-effective travel method while exhibiting an in-depth knowledge of airlines, hotels, and upgrade possibilities.  Prepare detailed itinerary and trip file for executives prior to travel.  Complete expense report upon completion of trips.
• Demonstrate expertise in software applications and remain current with new features.  Identify new uses of applications to increase efficiency of work and add value to output.
• Works closely and effectively with the President to keep him well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a "barometer," having a sense for the issues taking place in the environment and keeping the President updated.

Qualified Applicants will have:


• Strong interpersonal skills with the ability to build relationships with stakeholders, including staff and external partners.
• Ability to work independently.
• Proactive approach to provide information as needed.
• Excellent written and verbal communication skills, both in English and in French.
• Ability to handle highly confidential information with discretion.
• Excellent organizational skills with the ability to effectively manage changing priorities.
• Demonstrated proactive approaches to problem-solving with strong decision-making capabilities and emotional maturity.
• Self-starter and drive to continually learn and develop as a person.

 

Education & Experience Required
• Bachelor’s degree required.
• Strong work tenue: 5-10 years of experience supporting C-level executives.
• Proficient in Microsoft Office (Outlook, Word, Excel, Power Point, Teams, OneNote), Adobe Acrobat, and Social Media web platforms.
 

Req ID:  2408


Job Segment: Secretary, Executive Assistant, Administrative Assistant, Administrative

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