Executive Assistant and Office Manager

  • 565 Rue de la Commune O, Montréal, QC H3C 5X5, Canada
  • Full-time

Company Description

Astucemedia is an international well-established organization offering turnkey creative and software solutions integrating real-time data with graphics engines to produce top-of-the-line visual packages. Our graphics offering includes augmented reality, video walls, virtual sets, interactive panels, full/partial-screen overlays for various digital platforms including television. With its proprietary Data Platform software engine Astucemedia established itself as a leader in various domains such as finance, sports and elections. Our clientele counting Disney/ABC News, NBC Universal, Fox Sports, CBS Sports, NFL Network, BNN Bloomberg, CBC, Sky News Arabia, Al Arabiya, Dubai TV, The Media Majlis Museum rely on our expertise to deliver immersive experiences for Times Square, TV networks, sports venues, and museums. Our team consisting of talented media artists and software developers, is seeking new talent with passion, drive and innovative ideas!

Job Description

Executive Assistant to CEO (and senior executive team)

  • Participate in the Invoicing process (assist with drafting and finalizing quotations and invoices)
  • Time and Calendar Management (manage CEO schedule, emails, communications, etc.)
  • Meeting Coordination (make arrangements for all onsite and offsite meeting and events, including logistics, communications, travel, meals, etc.)
  • Travel organisation (coordinate domestic and international travel arrangements and itineraries)
  • Documentation preparation and management (PP presentations, etc.)
  • Executive Support (expense reports, government communications, revenues and expenses document organisation, etc.)

Office Management 

  • Point person for maintenance, mailing, shipping, supplies, equipment, bills and errands;
  • Manage relationships with vendors, service providers and landlord;
  • Provide general support to visitors;
  • Lead and/or Participate actively in developing, implementing, documenting and enforcing office policies by setting up procedures and standards to reflect company values and employee commitment;
  • Provide staff with support, and guidance as needed;
  • Responsible for the management of annual budget for the office;
  • Maintain a safe and secure working environment.

Human Resources - General 

  • Organize orientation, onboarding and training of new staff members
  • Participate in recruiting and staffing
  • Collaborate with management and actively participate in resource planning initiatives
  • Employee safety, welfare, wellness, and health
  • Actively participate in the development of a culture that emphasizes quality, continuous improvement, key employee retention and development, high performance and accountability
  • Participates in executive, management, and company staff meetings and attends other meetings and seminars
  • Coordinates government subsidized training and development programs
  • Maintains employee records
  • Participate actively in the planning and execution of company events

  HR - Employee Relations

  • Participates in the application and development of  Human Resources policies and objectives for the company on any topic associated with employee relations
  • Conducts investigations when employee complaints or concerns are brought forth
  • Collaborates with management to establish the company wage and salary structure, pay policies, and provides recommendations  
  • Manage all Benefit programs (RRSPs, etc.,)
  • Protects the interests of employees and the company in accordance with company Human Resources policies and governmental laws and regulations. (Quebec Labour Laws)
  • Manages employee communication and feedback through such avenues as company meetings, suggestion programs, employee satisfaction surveys, newsletters, one-on-one meetings

Qualifications

Knowledge & Skills 

  • Bilingual in English and French (written and spoken) 
  • At least 5 years experience in a similar position
  • University diploma or specialized education required
  • Knowledge of IT companies an strong asset
  • Excellent interpersonal skills 
  • Good communication skills (verbal/written) 
  • Excellent time management and organization skills 
  • Analytical and problem solving skills and attitude 
  • Ability to work independently 
  • Proficiency in MS Office 
  • Ability to multi-task and prioritize work 

Additional Information

BENEFITS AND PERKS

  • Competitive salary
  • RRSP matching
  • Travel premiums
  • Annual performance bonus
  • Regular team activities
  • Startup vibe (casual dress code, espresso machine, Foosball and gadgets)
  • Located in the heart of Old Montreal
  • International opportunities