Executive & Studio Assistant

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Reporting directly to the CEO of the organization, the Executive Assistant is mainly responsible for supporting and assisting the CEO in managing his agenda and travel, as well as in his daily communications (internal and external).

Under the supervision of the Operations Manager he or she is also in charge of coordinating the various activities of the studio and managing reception (guests, parcels, etc.)

Founded in 2008 and headquartered in Montreal, QC, Canada, Float4 is an award-winning immersive design studio, passionate about weaving digital experiences into physical spaces to amplify their identity.

Collaborating as a team of versatile individuals, Float4 strives to redefine conventions by designing, producing and integrating multimedia installations that attract, and engage with, targeted audiences; from large scale media architecture and immersive environments, to human-scale interactive installations.

Job description

Advantages

Hybrid remote, possibility of working from home 2 days/week
Flexible hours
Great team atmosphere
Attractive benefits package

General Responsibilities

Executive Assistant

Daily management of CEO’s agenda and related logistics (plan, organize, coordinate and handle meeting set-up and logistics, travels logistics, etc.)
Attend specific meetings, per CEO request, draft minutes and ensure follow-up
Coordinate and manage CEO’s mailbox and respond to requests for information by providing answers to certain questions within his/her competency
Filter, prioritize and direct all requests and correspondence addressed to the CEO and ensure the necessary follow-ups
Carry out the necessary tasks and follow-ups according to the planning and the agenda of the CEO
Ensure follow-up on communications with the various internal and external collaborators of the CEO (e.g. customers, suppliers, etc.)
Prepare oral or written presentations (e.g. writing, correcting and translating various documents in both French and English)
Prepare the CEO’s expense accounts
Perform any other related tasks deemed relevant by the CEO
Provide administrative support to General Manager

Employee Experience and Studio Coordination

Coordinate Studio human experience (ensure a smooth and upbeat studio experience for employees, freelancers and clients – coordinate internal social events and promote studio culture)
Support Operations Manager for new team members onboarding
Coordinate workspace improvements and maintenance (furniture, office supplies, etc.)
Coordinate daily studio tools and processes
Collaborate with the Operations Manager to conceptualize and implement new tools and policies
Coordinate and dispatch Float4 mailbox info@float4
Receive and filter general studio phone calls
Coordinate and welcome visitors to the studio

Office Administration

Support Operations Manager for any office management logistics.

Qualifications and Skills Required

Minimum 2 years of administrative experience in a similar role, supporting Executives in a professional and fast-paced environment
Ability to deal with highly confidential information; diplomacy and discretion are of high importance
Strong attention to detail
Demonstrated ability to multitask, great time-management skills
Proactive, ability to work with minimal supervision and direction
Good knowledge of office management systems and procedures
Perfectly bilingual in English and French, excellent verbal and written communication skills
Advanced knowledge of Google Suite: Gmail, Google Calendar, Google Drive, Docs, Sheets and Slides
Knowledge of PDF creation, annotation and editing
Comfortable dealing with multiple time zones
Experience with Dext expense accounts, an asset

Float4 considers diversity as a critical asset and invites women, Aboriginals, visible minorities, ethnic minorities and people with disabilities to apply.
In addition, at Float4 we look beyond your resume. Tell us what you can bring to the team. If you are interested in this opportunity, send your resume and a short cover letter to jobs@float4.com.

Note: In this document, the masculine gender is used for the sole purpose of lightening the text.