Executive Administrative Assistant

We're a tight-knit group of leaders driving Equativ's growth across the Americas. Between Montreal and New York, our small but high-impact leadership team moves fast, travels often, and works across time zones to keep the region humming. We back each other up, sweat the details, and bring energy to the work — whether that's a client offsite, a board prep marathon, or just making sure Tuesday's flights actually connect. If you're looking for a team where your work is visible, your judgment is trusted, and no two days look the same, you've found the right place!

We're looking for a sharp, proactive, and impeccably organized Administrative Assistant to support three senior leaders across our Americas region — including our President of Americas — based out of our NYC office, our Chief Partnership Officer and Chief Commercial Officer based out of our MTL office. This role is perfect for someone who thrives at the center of the action, anticipates needs before they're voiced, and treats every calendar, flight, and meeting as an opportunity to make their leaders more effective.

You'll be the glue between three executives split across Montreal and New York, owning their calendars, coordinating travel, and making sure nothing slips through the cracks. You'll work in English and French every day, partner closely with our People & Culture, Finance, and Office Management teams, and be a trusted point of contact for clients, partners, and internal stakeholders.

If you have strong organizational chops, calm-under-pressure judgment, and a passion for creating a seamless executive experience, we'd love to hear from you!

• Own complex calendars for three members of our executive team

• Schedule internal and external meetings, anticipate conflicts, and proactively defragment days for maximum focus time

• Build and nurture strong relationships with clients, executive stakeholders, and external partners to ensure a seamless and professional experience

• Prepare meeting agendas, briefing notes, and materials in advance — and ensure follow-ups don't fall through

• Coordinate recurring leadership team meetings, QBRs, and offsites across the region

• Book flights, hotels, ground transportation, and visas/work travel documentation for executives traveling across the US, Canada, and internationally

• Build clear, easy-to-follow itineraries with all confirmations, addresses, and contacts in one place

• Handle real-time changes — delayed flights, rebooked meetings, last-minute adjustments — with calm and speed

• Reconcile travel expenses and submit reports on behalf of executives

• Work closely with the Marketing team to support executive attendance at industry events, including registrations, travel and onsite logistics, and client invitations/events coordination

• Manage expense reports, vendor invoices, and corporate card reconciliation for the executive team

• Fluently bilingual in French and English (written and spoken) — non-negotiable

• Excellent written and oral communication skills in both languages

• Back up the Montreal office management function as needed (supplies, vendor coordination, employee events)

• 3–5+ years of experience as an Executive Assistant, Administrative Assistant, or similar role — ideally supporting multiple senior leaders

• Strong interpersonal and relationship-building skills, with the ability to communicate effectively with individuals at all levels, build a strong internal network across the company, and foster positive relationships with clients and external partners

• Strong calendar and travel coordination skills; comfort with tools like Google Calendar, Navan, Slack, and GSuite.

• Exceptional organizational skills, attention to detail, and follow-through

• Discreet and trustworthy with confidential information — this role sits close to sensitive business and people decisions

• Excellent written and oral communication skills 

• Calm, resourceful, and solutions-oriented under pressure 

• Comfortable working across time zones and with executives who travel frequently

• Tech-savvy and curious about AI tools that can make executive support faster and smarter

• Experience in tech, ad-tech, media, or another fast-paced industry is an asset