Executive Assistant
Reports to: President
Position Overview
The Executive Assistant plays a pivotal role in supporting the President in optimizing his time and contributions to Solutions Metrix. The President holds a unique dual position - leading the organization while also serving as a subject matter expert in CRM - which generates a high volume of customer, sales, and marketing engagements alongside strategic leadership responsibilities.
The Executive Assistant will facilitate efficient workflow, prioritize tasks, filter communications, and provide comprehensive administrative support to ensure the President remains focused on high-value initiatives. This role demands exceptional organization, sound judgment, discretion, and a proactive mindset.
Key Responsibilities
Executive Support & Prioritization
- Assist in managing priorities by determining which matters require the President's attention versus delegation to other team members.
- Act as a gatekeeper - filtering and organizing incoming communications to streamline decision-making.
- Facilitate collaboration by ensuring clarity in team communication and strategic alignment across departments and partners.
- Maintain a thorough, up-to-date understanding of ongoing initiatives, files, and confidential matters to support informed decision-making.
- Push back or propose simplified solutions when requests are escalated that could be resolved at another level.
Calendar & Task Management
- Oversee and maintain the President's schedule, ensuring optimal time allocation for key responsibilities.
- Coordinate meetings, events, and engagements; provide clear availability information to external stakeholders.
- Manage the President's inbox: respond to emails where appropriate, flag critical messages for discussion, and work toward a zero-inbox goal.
- Maintain and prioritize the President's task list; schedule dedicated time blocks for task completion.
- Distinguish between personal and professional obligations to enhance productivity and work-life balance.
Travel & Expense Administration
- Arrange all travel logistics, including flights, hotel accommodations, car rentals, and event bookings.
- Gather and digitize physical receipts; complete expense submissions for accounting.
- Ensure accurate categorization and compliance with applicable sales tax regulations.
Administrative & Document Support
- Prepare, format, and polish documents, presentations, and reports to corporate standards.
- Maintain key organizational records and management meeting (L10) documentation - including agendas, issue lists, and to-do items - in Confluence.
- Support document management for confidential, personal, and team-related initiatives on the President's desk.
Collaboration & Communication
- Dedicate structured time to understand active files, dossiers, and initiatives on the President's desk - some confidential, some personal, some team-facing.
- Maintain continuous, high-quality communication with the President to align on priorities, flag issues, and stay synchronized on delegated responsibilities.
- Provide visibility to the President on tasks delegated by other team members, offering solutions or escalating concerns as needed.
- Foster a strong working partnership with the President, ensuring clarity and consistency in shared responsibilities.
What Success Looks Like
- The President's inbox is consistently at zero and his calendar reflects genuine priorities.
- Initiatives on the President's desk are tracked, understood, and proactively managed.
- Team members and external stakeholders receive timely, clear communication.
- Expenses and travel are handled accurately and without administrative burden on the President.
- A strong, trust-based working rhythm exists between the Executive Assistant and the President.
Who are we?
Since 2001, Solutions Metrix has been implementing CRM in companies of all sizes and industries, whether they are in Montreal, Quebec, or elsewhere in Canada or in North America. Our team of specialists master a very large number of CRMS without being linked to any. We always recommend the best CRM to our customers according to their needs and objectives. Our method defines a simple implementation process for companies that allows them to quickly and easily use their software and optimize it to the maximum. The secret to our success is simple: we tailor our solutions to our customers' business models, markets and industries.
