Job Title:

Executive Assistant




Montreal, QC

We are looking for a dynamic Executive Assistant to join our team. The role will be based locally in our small Montreal office, reporting to the CEO (with dotted line to Financial Controller based in the UK) and support the Management team who are based globally.

Collabora Ltd. is a software consultancy specialising in bringing companies and the open source software community together. We combine years of open source software leadership with an understanding of the challenges that businesses, non-profits, and governments face. Collabora brings deep technical expertise in system integration & architecture, graphics, multimedia, web engines and communications to a number of market verticals, including mobile, IVI / automotive, set top box/smart TV, and a range of other specialised embedded applications.

Due to the nature of our business, it is essential that you feel equipped to embrace open source technologies. No two days will be the same within our energised, fast-paced organisation. If you are a well organised team player and an effective communicator who is passionate about doing right by people, then we want to hear from you!


Executive Assistant Duties:

  • Diary management of CEO to ensure effective time management
  • Organising monthly/quarterly management team meetings – preparing agenda and taking minutes
  • Preparing presentations, documents, reports, briefing papers as required
  • Preparation of CEO’s expense claims
  • Admin and basic bookkeeping for CEO’s holding company
  • Ad-hoc support to the Management team as required
  • General errands as and when required

Office Administration:

  • Manage all administration for the Canadian Office and provide support administration for all Collabora Group Companies
  • Management of shipment in and out of the Montreal office including conference materials
  • Procurement of Montreal office supplies and equipment
  • Procurement of Marketing supplies and management of stock levels

Travel Management:

  • Arranging travel, conference attendance and accommodation for Group, to company policy, ensuring the most cost effective and efficient options are used
  • Coordination for visitors to the Montreal office
  • Event planning including Canadian employees' social events


  • Initial point of contact for all facilities issues
  • Management of all facilities suppliers including landlords, office insurance, cleaning, repairs & maintenance, etc.
  • Alarm system maintenance including issuing and maintaining keys and codes for Canadian Employees
  • Health and Safety management of office


Commercial Skills: Experience working in a high-tech, international company

Technical Skills:

  • Excellent IT skills are a priority
  • Ability to quickly learn new software packages, especially new office software packages, as well as ability to adapt to new operating systems
  • Financially astute

Personal Skills:

  • Excellent organisational and administrative skills with a commitment to quality and attention to detail
  • Good communicator with confidence to communicate at all levels
  • Ability to multi-task and capable of operating efficiently in a fast-moving environment
  • Ability to work effectively and calmly under pressure
  • Ability to prioritise own workload
  • Flexible and adaptable approach to work
  • Pro-active approach and able to use initiative
  • Personal qualities – integrity, diplomacy, positive attitude, enthusiastic, and dependable
  • Ability to hold confidential information


  • Fluency in French and English is essential
  • Bachelor’s degree in relevant field
  • Minimum 2 years of work experience as an Executive Assistant


Posted 2017-12-18

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