Executive Assistant

Mission

Executive Assistant to the President of Montblanc Americas provides comprehensive administrative and operational support, ensuring the efficient day-to‑day functioning of the President's office. This role requires a highly organized, proactive, and discreet individual who can manage complex schedules, coordinate travel, handle expense reporting, and facilitate smooth communication. As a key support partner, the Executive Assistant will manage administrative tasks, manage the office of Montblanc allowing the President to focus on strategic priorities and leadership responsibilities, and will also assist in tracking key initiatives and preparing essential documentation.

• Administrative Support:
  • Manage and maintain the CEO's complex calendar, scheduling appointments, meetings, and personal appointments.
  • Coordinate extensive domestic and international travel arrangements, including flights, accommodation, ground transportation, and detailed itineraries.
  • Prepare and submit expense reports, ensuring accuracy and timely processing for CEO and Executive Team (VPs).
  • Draft, proofread, and edit correspondence, presentations, reports, and other documents on behalf of the CEO.
  • Act as a primary point of contact, screening and directing calls, emails, and visitors.
  • Organize and maintain confidential files and records, ensuring data security and easy retrieval.
  • Support the President to prepare for meetings and presentations such as international meetings, annual World Wide Meeting, quarterly international Exco meeting, regional meeting, HQ Team Visit, Town halls and others as needed.
• Communication & Meeting Management:
  • Prepare meeting agendas, gather necessary materials, and distribute them in advance.
  • Attend meetings, take accurate minutes, and track action items to ensure timely follow‑up.
  • Arrange meeting logistics, including venue booking, catering, and technology setup.
  • Develop and distribute internal communications to promote upcoming events and initiatives.
  • Gather feedback from employees on social activities to continuously improve engagement.
• Confidentiality and Discretion:
  • Handle highly sensitive and confidential information with utmost discretion and professionalism.
  • Maintain a high level of integrity and trust in all interactions.

• Office Operations & Facilities:
  • Oversee daily operations of the regional office, ensuring a productive and efficient work environment.
  • Manage office supplies inventory, ordering, and distribution.
  • Coordinate with building management and external vendors for office maintenance, repairs, cleaning services, and security.
  • Ensure office equipment (printers, copiers, AV systems) is functional and maintained.
• Vendor and Budget Management:
  • Manage relationships with office-related vendors, negotiating contracts and ensuring service level agreements are met.
  • Monitor and manage the office budget, tracking expenses and identifying cost‑saving opportunities.
• Onboarding Support:
  • Assist with the onboarding process for new employees, including workstation setup, access card issuance, and initial orientation to office procedures.

• Internal Events & Culture:
  • Plan, organize, and execute internal company events, such as holiday parties, team‑building activities, employee recognition events, and monthly celebrations.
  • Manage event budgets, vendor selection, and logistics (venue, catering, entertainment).
  • Foster a positive and inclusive office culture through various initiatives and activities.
  • Coordinate internal communications related to social events and company culture.

• Bachelor’s Degree in Business Administration or related field.
• 8+ years in a corporate environment providing administrative support at an executive or senior executive level.
• Ability and ease communicating and liaising with executives and leaders as well as a diverse employee population.
• Exceptional organizational skills, proactive problem‑solving, strong communication abilities, and the capacity to manage multiple priorities in a fast‑paced environment.
• Must be able to handle matters of a confidential nature with the utmost professionalism and discretion.
• Advanced PowerPoint, Microsoft Word, Excel, Windows, Outlook.
• Excellent time management and follow‑through skills with respect to detail.
• Ability to be proactive, follow directions, make decisions, problem‑solve, and adapt to change.
• Strong Microsoft Office, Photoshop and Presentation skills.
• Communication skills.
• Proficiency in and/or French/Spanish/Portuguese is a plus.

Base Salary range: $120‑130k