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Junior Executive Assistant, Corporate Affairs and Communications

Montreal

Job Description

Job Description

Vortex Strategy & Recruitment is actively seeking a Junior Executive Assistant to support a Senior Vice President, Corporate Affairs and Communications, within a large-scale organization.

Reporting directly to the Senior Vice President, the successful candidate will act as a true strategic and operational right hand. They will play a central role in ensuring the smooth flow of administrative operations, coordinating representation activities, and maintaining relationships with multiple stakeholders, including government officials.

This is a high-value role requiring rigor, sound judgment, discretion, and a strong ability to anticipate needs.

Your Role and Responsibilities

Strategic Administrative Management (approximately 40%)

  • Ensure the complete and proactive management of the Senior Vice President’s calendar, including prioritizing meetings and coordinating availability;

  • Prepare, review, and format required documents (presentations, briefing notes, correspondence, reports);

  • Organize business travel (reservations, logistics, itineraries);

  • Ensure rigorous follow-up of administrative files and deadlines;

  • Manage expense reports, orders, invoices, and routine administrative documentation.

Meeting and Event Organization (approximately 25%)

  • Plan and coordinate internal and external meetings;

  • Organize corporate events and annual activities involving, in particular, government representatives;

  • Manage all logistics: venue selection, vendor coordination, menus, invitations, reception, and event execution;

  • Ensure post-event follow-up and management of related communications.

Contact and Communications Management (10% to 15% – variable)

  • Maintain and update a database of more than 1,100 contacts, including partners and government stakeholders;

  • Coordinate the sending of invitations and official communications;

  • Follow up on correspondence related to donations and sponsorships;

  • Respond to information requests and ensure required follow-ups.

Specific Logistical and Administrative Follow-Up (15% to 25% – variable)

  • Manage logistics related to certain corporate facilities (e.g., fishing camp, Mont-Tremblant condominium);

  • Ensure registrations and updates in the Lobbyists Registry;

  • Produce various administrative reports;

  • Follow up on deliveries and special requests.

Profile Sought

  • Experience in an executive assistant role supporting a senior executive is considered an asset;

  • Excellent organizational and priority management skills in a demanding environment;

  • Strong writing and synthesis abilities;

  • Strong political awareness, discretion, and professional judgment;

  • High level of autonomy, proactivity, and attention to detail;

  • Comfortable interacting with high-level stakeholders, including government representatives;

  • Ability to manage multiple files simultaneously with rigor and efficiency.

What We Are Looking For

A structured, strategic, and reliable individual capable of anticipating leadership needs and acting as an organizational anchor. Someone who understands representation-related issues, demonstrates a high level of professionalism, and actively contributes to the organization’s efficiency and reputation.

Benefits

  • Competitive compensation based on experience;

  • Stimulating and strategic professional environment;

  • Key role supporting a senior executive;

  • Attractive conditions and organizational stability.