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Executive Assistant - Corporate Services



Montreal, QC, Canada
Posted on Friday, May 26, 2023

Position Description:

The candidate will be reporting to the Co-Chair of the Board, Executive Vice-President, Strategic Planning and Corporate Development and will be assisting the current Executive Assistant (EA).

Qualified candidates will demonstrate the ability to effectively manage time-sensitive situations and will be adept at working collaboratively with both internal and external stakeholders, backing-up the Executive Assistant presently supporting the Co-Chair.

Your future duties and responsibilities:

• Close management of complex agenda: scheduling meetings according to priority and in a timely manner by coordinating with other EAs, the availabilities of Executive attendees required Globally
• Organizing planned meetings: reserve meeting rooms, ensuring meeting room tidy and organized in accordance to mtg requirements (lunch ordered, audio/video equipment set-up)
• Managing of Inbox to identify communications that required immediate attention
• Drafting correspondence and communications. Responding to and following up as appropriate on emails and verbal requests including fundraisers that Co-Chair is involved with
• Create, maintain and update email distribution lists as required and maintain a filing system
• Manage administrative tasks including preparation of expense report
• Approving time sheets, procurement requests, invoices, expense reports, hiring requests, etc. after obtaining EA’s or Executive’s endorsement
• Obtaining and coordinating signatures on corporate documents
• Printing of documentation for preparation of meetings or binders for certain Leadership meetings.
• Assisting in travel plan bookings including global and domestic flights, accommodation and car transfers.
• Act as a trusted liaison both internally and externally to the executive team, maintaining confidentiality, discretion and professionalism at all times
• Manage/coordinate daily lunch requests for the Executive

Required qualifications to be successful in this role:

• Minimum of 10 years relevant experience in a support role
• Diploma/Degree from a post-secondary institution related to office administration and/or social sciences, or equivalent experience
• Excellent written and oral communication skills (English & French). Strong writing, editing and formatting skills
• Proficiency in Microsoft Office
• High level of professionalism, loyalty and punctuality
• Intuitive personality, able to anticipate needs and be proactive
• Ability to engage in conversations with diplomacy and tact all the while being persuasive
• Must have impeccable discretion in managing sensitive/confidential company and personal information
• High degree of autonomy; able to problem-solve and troubleshoot
• Strong organizational, time management skills
• Availability outside of standard business hours for occasional urgent requests


Bilingualism (French and English) is required for this position due to the nature of the role requiring interaction with national and global clients.

What you can expect from us:

Insights you can act on

While technology is at the heart of our clients’ digital transformation, we understand that people are at the heart of business success.

When you join CGI, you become a trusted advisor, collaborating with colleagues and clients to bring forward actionable insights that deliver meaningful and sustainable outcomes. We call our employees “members” because they are CGI shareholders and owners, and, as owners, we enjoy working and growing together to build a company we are proud of. This has been our Dream since 1976, and it has brought us to where we are today—one of the world’s largest independent providers of IT and business consulting services.

At CGI, we recognize the richness that diversity brings. We strive to create a work culture where everyone belongs, and we collaborate with clients in building more inclusive communities. As an equal opportunity employer, we empower all our members to succeed and grow. If you require an accommodation at any point during the recruitment process, please let us know. We will be happy to assist.

Ready to become part of our success story? Join CGI—where your ideas and actions make a difference.

See more open positions at CGI

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