Assistant First Vice President

October 28 2019
Industries Bank, Insurance, Financial services
Categories Administrative, Clerical, Executive Assistant, Office Automation Technician
Montreal, QC

Description
The holder of this job performs administrative work necessary for the proper functioning of the first vice-presidency.

Main responsibilities:

  • Proactively manage the agenda of the Senior Vice-President, Finance, Risk Management and Information Technology and arrange meetings at the request of all senior management, consultants and committee chairs to this one;
  • Organize presentation tours, off-site meetings and other forums at the request of the Senior Vice President;
  • Manage requests for approval and others (expense accounts, invoices, resolutions, contracts, etc.) made to the Senior Vice President and ensure that requests comply with current policies;
  • If necessary, manage the logistics of the installation of external consultants reporting to the Senior Vice-Presidency and meet their administrative needs;
  • Ensure the collection and filing of documents for Investissement Québec audit and disclosure committees and for other committees as required;
  • If necessary, attend quarterly meetings and write minutes;
  • Support the Senior Vice President and his team (directors, VPs and consultants) in their tendering, contract preparation, approval monitoring and resulting invoice management processes;
  • Support year-end activities:
  • Responsible for logistics during the period when the co-auditors are on site (booking lounges, offices, weekly meeting organizations, etc.);
  • Contribute to the preparation of audited financial statements and MD & A, proofreading and layout;
  • Collect and make required corrections (with CaseView software) by all involved stakeholders (Senior Vice President, Colleagues and Co-Monitors) throughout the process;
  • Take an active part in the preparation of the financial section of the annual report and contribute to the proofreading;
  • Act as a liaison between the PVP, the co-auditors and the production managers of the annual report so that the final version of the financial section reflects the comments of all;
  • Management of confidential information:
  • Treat, with the utmost discretion, all confidential information for or from the Senior Vice President;
  • Keep a detailed record of all decisions made by the Board of Directors and all its committees and the Funding Committee;
  • Write or correct texts, presentations and other documents for the First Vice-President and for other Directorates under his / her First Vice-President;
  • If necessary, participate in the preparation of public tenders for text correction and formatting for other Investissement Québec directorates / vice-presidencies;
  • Other tasks required on an ad hoc basis.

Specific qualifications required:

  • Have a high school diploma (DES);
  • 10 years of experience as an executive assistant;
  • Excellent knowledge of Word, Excel and PowerPoint;
  • Knowledge of CaseView and Sharepoint (asset);
  • Knowledge of Visio (asset);
  • Excellent quality of French spoken, read and written;
  • Excellent quality of spoken, read and written English (asset).

General profile sought:

  • Sense of priorities and organization; adequately manages his time;
  • Capable of working with little supervision
  • Proactive, can show initiative and anticipate needs;
  • Demonstrates judgment, discretion and judgment;
  • Ability to work under pressure and meet tight deadlines;
  • Flexibility and versatility
  • Willing to assist other vice-presidencies / directorates as needed;
  • Ability and interest to learn new tasks;
  • Reliable, demonstrates discipline and rigor in the execution of its tasks and has a constant attention to detail and quality;
  • Dynamic and enthusiastic, has an excellent team spirit, knows how to develop and maintain harmonious relationships with colleagues and stakeholders throughout the organization;
  • Good ability to adapt speech and behavior to various types of interlocutors (colleagues, supervisors, board members, and other business partners);
  • Sense of resourcefulness, ability to find solutions or answers to unusual situations.

Special working conditions:

Availability to work outside normal working hours.

Working conditions :

Comprehensive range of benefits including a defined benefit pension plan.

Particularities:

External candidates must send their curriculum vitae on our careers website: www.investquebec.com

Investissement Québec subscribes to the principles of equal access to employment and invites women, members of visible minorities and ethnic minorities, people with disabilities and Aboriginals to apply.

The masculine is used for the purpose of lightening the text only.

N.B. This item is displayed internally-externally simultaneously.

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