Administration Executive Jobs in Quebec (NOW HIRING)

Our culture lifts you up-there is no ego in the way. Our common purpose? We all want to win for our customers. We aim to always be evolving, dynamic, and ambitious. We believe in the power of genuine connections. Each employee is a part of what makes us unique on the market: agile and dedicated.

Reporting directly to the Chief Human Resources Officer (CHRO), the Executive Assistant (EA) will serve as a strategic gatekeeper, operational anchor, and organizational ally. This role is designed for a highly mature, proactive professional who balances structured process-building with agile execution.

This role goes beyond traditional administration; you will optimize the CHRO's daily operations, facilitate seamless communication across executive leadership, and help drive key operational initiatives for the extended HR teams.

The ideal candidate is an energetic culture ambassador who connects organizational dots, anticipates friction points, and delivers solutions with collaborative, team-first mindset.

Strategic C-Suite Operations & Team Enablement

• Strategic Calendar & Workflow Management: Architect and optimize the CHRO's daily schedule, proactively prioritizing commitments, managing incoming communications, and protecting time for high-leverage strategic initiatives.

• Agile Team Support & Collaboration: Maintain an approachable, service-oriented mindset, remaining eager and available to support members of the extended HR leadership team during operational peaks, as needed.

• Governance & Material Readiness: Orchestrate the end-to-end preparation of materials for the Human Resources Committee and Board of Directors. Manage critical timelines to ensure team readiness, conduct quality assurance, and oversee the compliant filing of final documentation.

• Executive Communications: Draft, refine, and distribute high-impact internal and external communications, announcements, and updates on behalf of the CHRO, ensuring alignment with organizational tone and strategy.

• Cultural alignment and Stewardship: Act as a standard-bearer for our 'Human-to-Human' culture. Model professional, transparent, and authentic conduct in every interaction, proactively fostering an environment of genuine connection that mirrors the CHRO's leadership style and values

• Cross-Functional Communication: Serve as a liaison between the CHRO and external partners, Board members, and internal leadership teams.

Financial Stewardship & Process Management

• Accounts Payable & Invoice Resolution: Take ownership of the invoicing workflow, serving as the primary relationship manager with Accounts Payable to systematically identify and resolve processing blocks, ensuring internal bottlenecks are permanently eliminated.

• Travel Planning and Meeting Coordination: Orchestrate complex travel itineraries and lead the planning for executive/management meetings, ensuring seamless execution of catering, technology, and room logistics.

• Budget Tracking & Spend Monitoring: Proactively monitor and track expenditures against designated budgets for special initiatives and HR programs such as recognition.

• Data & Digital Structure: Assist the team in structuring HR data sets and files to support administrative efficiencies and future AI model training.

• Executive Compensation Support: Partner with the Compensation & Benefits team to execute highly confidential workflows, including the preparation of annual LTIP grant letters.

Background

• Experience: 10+ years of progressive administrative, project management, or business support experience alongside senior leadership in a large corporate environment.

• Education: College diploma/degree in Business Administration, Office Automation, or a related discipline (or equivalent practical experience).
  

Core Competencies

• Bilingualism: Flawless professional fluency in both French and English (written and verbal) is strictly required.

• Business Curiosity: A strong desire to learn about the team's broader business operations, allowing you to connect functional dots and flag potential downstream impacts on current projects.

• Technical Proficiency: Advanced proficiency with modern office productivity suites and enterprise ecosystems (e.g., Workday, Shareworks). Demonstrates the cognitive agility to quickly master new cloud-based environments, collaborative platforms, and proprietary software, regardless of the specific interface. Desire to continue to advance skills leveraging emerging tools including AI based solutions.

• High Emotional Intelligence (EQ): Exceptional discretion, tact, and judgment when handling highly sensitive and confidential HR information.

• Discretion: Absolute integrity and judgment when handling highly sensitive and confidential HR and executive data.

• Detail Orientation: An uncompromising eye for accuracy, formatting, and quality control across all deliverables.

• The Structural/Flexible Balance: Naturally leans toward building clean structures, files, and processes, but maintains the agility to pivot seamlessly when immediate, hands-on support is required.

At Cogeco, we know that different backgrounds, perspectives, and beliefs can bring critical value to our business. The strength of this diversity enhances our ability to imagine, innovate, and grow as a company. So, we are committed to doing everything in our power to create a more diverse and inclusive world of belonging.

By creating a culture where all our colleagues can bring their best selves to work, we're doing our part to build a more equitable workplace and world. From professional development to personal safety, Cogeco constantly strives to create an environment that welcomes and nurtures all. We make the health and well-being of our colleagues one of our highest priorities, for we know engaged and appreciated employees equate to a better overall experience for our customers.

If you need any accommodations to apply or as part of the recruitment process, please contact us confidentially at inclusion@cogeco.com