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Executive Assistant to Chief Executive Officer

  • Location: Montreal, Quebec
  • Department: Admin + Operations
  • Published on: October 6, 2023
  • Application deadline: November 1, 2023


Do you want to be part of a bold and ambitious team that helps organizations make better decisions with good data?

Established in 2015, Data Sciences is a consulting and advertising agency that provides well-designed, scientifically sound guidance, research, analytics, and marketing, in order to help our clients understand, engage and deepen their relationships with their customers and stakeholders. Welcome to the agency that joins scientists and marketers for a common goal: behavior change.

As the Executive Assistant to the Chief Executive Officer, you are responsible for providing high-level administrative support to the CEO and facilitating seamless communication and coordination between the CEO and other stakeholders, as well as handling company wide travel booking, diary management and other administrative tasks as necessary.You will also be responsible for the administration of the Data Sciences office in Montreal. Your duties will be completed accurately, delivered with high quality and in a timely and professional manner. This position requires that you work from Data Sciences physical offices in Montreal, Québec.

Key Responsibilities

Coordinate appointment schedules for the CEO by planning and scheduling meetings, teleconferences, and travel.
Perform research duties as required.
Booking and coordinating company wide travel and logistics
Organize and coordinate meetings including logistics, teleconferences or travel, document preparation, setup and operation of audio-visual equipment for presentations, and minute-taking, archiving and distribution.
Help prepare communications and presentations.
Welcome and greet guests, stakeholders and couriers, and respond to telephone inquiries.
Maintain confidence and protect operations by keeping information confidential.
Maintain contact lists.
Assist in the preparation of monthly reports on time tracking
General office tasks, other duties and special projects as required by the CEO or VP Operations.
Liaising with cleaning staff to ensure office cleanliness is to standard
Keeping DS kitchens tidy, running dishwashers, changing garbages and recycling if ever you notice they’re full/filling up
Help organize and manage DS events and meetings

Desired Skills and Experience

Post Secondary Diploma required.
Strong organizational skills including time management and the ability to juggle multiple priorities to tight deadlines.
Experience managing schedules and coordinating meetings.
Excellent communication skills, both verbal and written.
Proficiency with standard office software and collaboration tools.
Keen attention to detail.
Resourceful and flexible.
Strong interpersonal skills and ability to develop productive working relationships with a wide-range of peers and stakeholders.
Strong judgment and decision making skills
Event management experience is beneficial including logistics and travel.
Driver’s license and a vehicle are required.
Bilingual written and communication skills (English/French) are required, with the ability to effectively communicate in English with our Canada-wide and international employee base.

Working Conditions

Dynamic and fast paced environment.
Hours may be irregular and include occasional evenings and weekends.
Interacts with employees, various management levels and the public-at-large.

What We Offer

A challenging and rewarding role in an award-winning global business.
Opportunities for personal and professional career development.
Generous Health and Dental Benefits including telehealth.
3 weeks paid vacation
Be part of an industry leading global team, renowned for excellence.

This is a full-time position based at our Montreal office. Salary commensurate with experience. Only selected candidates will be contacted.

We encourage applications from all qualified candidates and are committed to equal employment opportunities. If you have a disability or special need that requires accommodation, please let us know during the recruitment process or by emailing [email protected].

  • Location: Montreal, Quebec
  • Department: Admin + Operations
  • Published on: October 6, 2023
  • Application deadline: November 1, 2023