POSITION SUMMARYThe role of Executive Assistant & Office Administration directly supports the company's mission to develop and deliver clean power plants that make 100% renewable energy a reality for the world. The Executive Assistant & Office Administrator plays a dual role within Nordex, providing high-level executive support to the Chief Financial Officer while also serving as the operational backbone of the Montreal office. This position requires a highly organized, discreet, and proactive professional who can seamlessly manage executive-level priorities alongside day-to-day office administration. The ideal candidate thrives in a fast-paced environment, handles confidential information with the utmost professionalism, and takes pride in keeping both the CFO and the office running efficiently.
WHAT YOU'LL DOCFO Executive Support- Manage the CFO's calendar with full ownership, including scheduling internal and external meetings, coordinating across time zones, and proactively identifying and resolving scheduling conflicts
- Coordinate all CFO travel logistics end-to-end, flights, hotels, ground transportation, and visa requirements, and prepare comprehensive, detailed travel itineraries
- Prepare and submit expense reports on behalf of the CFO, ensuring timely, accurate, and policy-compliant processing
- Act as the primary liaison between the CFO and internal departments, following up on action items, tracking meeting outcomes, and ensuring commitments are fulfilled on time
- Draft, review, and manage confidential correspondence and communications on behalf of the CFO with the highest level of discretion and professionalism
- Prepare briefing materials, agendas, presentations, and supporting documents for CFO meetings, board sessions, and external engagements
- Screen and prioritize incoming requests, emails, and calls directed to the CFO, ensuring timely and appropriate responses
- Other Duties as assigned.
General Office Administration - Montreal- Serve as the primary point of contact for the Montreal office, managing reception duties, greeting visitors, and handling incoming calls and correspondence in a professional and welcoming manner
- Oversee office supply procurement, inventory management, and vendor relationship management, ensuring the office is consistently well-equipped and operating smoothly
- Maintain the cleanliness, organization, and functionality of office common areas and meeting rooms; coordinate with building management on facilities-related matters and maintenance requests
- Support the onboarding logistics for new employees joining the Montreal office, including workspace setup, access provisioning coordination, and local orientation
- Plan and coordinate internal events, town halls, and team meetings, managing all logistics including room bookings, catering arrangements, and AV setup
- Provide general administrative support to the Finance leadership team and other Montreal-based staff as required
- Other duties as assigned by the CFO or office leadership
WHAT YOU HAVE- High school diploma required
- College diploma or technical certificate in Office Administration, Business, or related field is an asset, not required
- Equivalent combination of education and hands-on administrative experience will be considered
- 3-5 years of experience in an executive assistant, administrative assistant, or office manager role, ideally supporting C-suite or senior leadership
- Prior experience in a corporate, multinational, or professional services environment preferred
- Experience managing office operations and facilities in a mid-sized office setting is a strong asset
- Exceptional organizational and time management skills; ability to handle multiple priorities simultaneously in a fast-paced, deadline-driven environment
- High degree of discretion and confidentiality when handling sensitive executive and business information
- Strong written and verbal communication skills in both English and French; bilingualism is required given the Montreal office context
- Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and video conferencing platforms (Teams, Zoom)
- Proactive and self-directed; anticipates needs, identifies issues before they arise, and takes initiative to solve problems independently
- Strong interpersonal skills and a polished, professional presence when interacting with senior leadership, visitors, clients, and external partners
- Sound judgment and ability to prioritize competing demands with minimal direction
- Detail-oriented with a commitment to accuracy in all tasks, including expense reporting, scheduling, and correspondence
- Experience managing complex international travel arrangements across multiple time zones
- Positive, service-oriented attitude and the ability to remain calm and effective under pressure
- This role is fully on-site at the Montreal, QC office. Occasional travel may be required to support the CFO at off-site meetings or events.
- Driving is an essential function of the job. Must possess a full valid driver's license and be insurable under our auto insurance policy. This position will be subject to periodic driver's abstract checks to confirm continued insurability.
Nordex places the highest priority on the safe operations of its business. As such, we are seeking a candidate who is committed to maintaining and promoting safety standards at all times. The ideal candidate must:- Demonstrate a strong understanding of and commitment to safety protocols and procedures.
- Ensure compliance with all safety regulations and company policies.
- Proactively identify and mitigate potential safety hazards.
- Properly use applicable safety equipment, including but not limited to eye protection, hearing protectors, steel-toe boots, and hard hats. Loose-fitting clothes and jewelry are not permitted.
- Communicate effectively with team members and management to ensure a safe working environment.
- Speak and understand English fluently to effectively communicate safety and job-related information, follow safety instructions, and collaborate with English-speaking supervisors and team members.
The pay for this role is exempt at $85k - $95k CAD salary with up to a 10% bonus. Individual compensation packages are based on various factors unique to each candidate, including skill set, experience, qualifications, and other job-related factors.
In addition to the opportunity to make our world a little more sustainable, we offer you:- Basic Life and AD&D
- Dependent Life
- Optional Life & Spousal Optional Life
- Optional AD&D
- Weekly Indemnity
- Long Term Disability
- Extended Health Care
- Dental Care
- RRSP Match - up to $5k based upon what you contribute
