executive-assistant

Located in Repentigny, a suburb of Montreal, Vigilance Santé has been developing databases and drug analysis software for nearly 30 years to provide front-line healthcare professionals with tools. As part of our team of approximately 70 employees, you will participate in stimulating challenges in a dynamic work environment. Your flexible schedule will allow you to balance your professional activities with your personal life.

Reporting to the director of human resources, the executive assistant will work closely with the technology, accounting, human resources, and sales teams, as well as the president, to achieve the goals of the business zone. The executive assistant will collaborate on aligning administrative activities and internal communications with the assistants of the product zone and the sales and marketing teams.

Responsibilities:

• Ensure follow-up on signature documents with integrator clients in collaboration with the sales team.
• Perform various administrative tasks such as analyses, ad hoc reports, expense accounts, approval of timesheets, etc.
• Manage email inboxes and organize the calendar for appointments and meetings.
• Coordinate the logistics of certain meetings, prepare and share necessary supporting documents before and after meetings, and take minutes.
• Produce and optimize content for reports, texts, tables, and presentations for the Business Zone team.
• Create documents (letters, presentations, tracking tables, etc.).
• Prepare and send memos, emails, and more comprehensive communications.
• Assist the team in project follow-up and progress.
• Ensure that team members have appropriate workspace, tools, and software access.
• Greet visitors and receive deliveries at the office.
• Develop communications tailored to employees or suppliers to relay relevant information according to their needs.
• Know and use available resources within the company and contribute to fostering a collaborative spirit across all departments.
• Work closely with other assistants in the company to promote good communication and share best practices.

Requirements:

• AEC or DEP in office administration, or other similar training.
• Bilingual in french and english, both spoken and written.
• Strong aptitude and ease in mastering the use of various technological tools.
• Minimum of 3 years of relevant experience.
• Proficient in Microsoft Office suite.
• Knowledge of HubSpot (asset).
• Knowledge of Jira, Confluence, Concur (asset).

Thank you for your interest in Vigilance Santé. Please note that only those candidates selected for an interview will be contacted.