Executive assistant

Belairdirect is committed to helping people, businesses, and society prosper. They are seeking an Executive Assistant to provide proactive support to two Vice Presidents, managing complex schedules and ensuring smooth operations across teams.

Responsibilities

• Own complex calendar management, prioritizing across shifting demands and diverse stakeholders
• Coordinate meetings, agendas, materials, and follow-ups; capture actions and ensure closure
• Arrange travel logistics (as needed), prepare itineraries, and manage changes
• Prepare polished decks, documents, and trackers (PowerPoint, Word, Excel)
• Support expense processing and assist with budgeting cycles and invoice coordination
• Track budgets, POs, and invoices; coordinate with vendors and Finance for timely resolution
• Maintain accurate records and provide regular status updates to leaders
• Organize team events, offsites, and hospitality needs; provide day-of logistics support
• Set up project/committee meetings, rooms, and equipment; publish agendas and materials
• Maintain shared documentation, version control, and distribution lists
• Serve as a reliable point of contact across teams and stakeholders, ensuring timely information flow and seamless coordination
• Uphold confidentiality, professionalism, and sound judgment at all times

Skills

• Strong calendar and meeting management expertise; experience with travel coordination
• Comfort with budgeting/invoicing workflows; finance background is a strong asset
• Proficiency in MS Office (Word, Excel, PowerPoint); ease learning internal systems
• Exceptional organization, attention to detail, and follow-through; able to manage multiple priorities and tight deadlines with discretion
• Strong written and verbal communication; polished stakeholder management
• Financial acumen with hands-on experience supporting budget tracking, invoicing, and expense reconciliation; able to manage POs, vendor coordination, and follow-ups with accuracy and discretion (Asset)
• High energy, proactive mindset, and a sense of urgency
• Ability to work in a fast-paced environment
• For candidates located in Quebec, bilingualism is required considering the necessity to interact on a regular basis with English-speaking colleagues across the country

Benefits

• Flexible work arrangements and a hybrid work model
• Possibility to purchase up to 5 extra days off per year
• Multiple benefits offered to support physical and mental wellbeing, including telemedicine, Wellness account and much more
• Share plan & other savings: up to 12% of salary or even more (ask how you could earn guaranteed income for life)
• Annual Bonus Target, Based On The Base Salary, With a Potential Payout Of Up To Double The Target (subject To Personal And Company Performance)
• 7.5%
• Employee Share Purchase Plan (ESPP) – with Intact matching 50% of your net shares.
• Our pension offerings provide flexibility and long-term security for our employees beyond their careers.
• We are one of the few companies offering the opportunity to receive guaranteed income for life via our defined benefit pension plan.

Company Overview