Group Secretary (Montreal office)

Background

The company, is opening an office in Frankfurt, Montreal and Tokyo. These execs support the establishment of a global footprint for the Foundation, and to promote the work of the ISSB in conjunction with offices around the world. They often travel to international offices and meet with stakeholders.

Principal accountabilities

• Provide administrative support:
  • To four (4) Board Members who will be based in Montreal or who will travel there (and to other locations) regularly; this responsibility will be shared with support staff in other offices.
  • To the Regional Director and other staff based in Montreal as required (expense and travel support respectively).
• Specific Responsibilities will include:
  • Fielding calls and correspondence.
  • Accurately relaying messages.
  • Responding to queries and requests appropriately.
  • Working with other departments to coordinate and document speaking engagements.
  • Diary management across multiple time zones.

Manage extensive, detailed and frequently changing national and international travel arrangements, including:

• Itinerary planning.
  • Booking transport and accommodation, applying the Foundation’s travel policy.
  • Completing/securing visas and other travel documentation.
• Meeting and event management:
• Managing the scheduling of meetings and events, often with multiple internal and external participants internationally, requiring regular liaison with internal and external counterparts to co-ordinate availability.
• Managing meeting/event logistics, including:
  • Organising venues/meeting rooms.
  • Working with the IT support team to coordinate meeting access and broadcast technology requirements.
  • Drafting agendas.
  • Compiling and distributing meeting materials.
  • Assisting with the registration of meeting participants/observers.
  • On-site meeting/events assistance.
  • Circulating documents and managing files/records in line with the companies IT policies and procedures.
• Support other administrative staff with tasks and projects and tasks as required.

Required skills and experience

• Must be bilingual in French and English (fluency in speaking, reading and writing)
  • Excellent oral and written English language skills; ability to draft clear, succinct and appropriate correspondence and documents.
• Previous experience of supporting senior-level executives in an international environment and managing complex and frequently changing travel and meeting arrangements across time zones is essential.
• Excellent organisational and administrative skills, combined with a high level of attention to detail and accuracy.
• Ability to work collegially with others and effectively engage with staff and stakeholders at all levels, both in-person and remotely.
• High level of autonomy and resourcefulness and strong problem-solving skills.
• Ability to work flexibly, remain composed under pressure, respond to changes and conflicting demands constructively and prioritise work appropriately.
• High level of integrity and professionalism; ability to handle confidential or sensitive matters with discretion and to exercise judgement to determine the appropriate course of action, referral or response.
• Proficiency in MS Office (Outlook, Word, Excel, and PowerPoint) is required.

Preferred skills and experience

• A bachelor’s degree in Business Administration or related field

Kindred Communications is boutique direct-hire placement headhunting firm with a focus on diversity and inclusion tech placement. We strive to diversify the workforce once placement at a time.