Executive Assistant / Adjoint(e) de direction

About the Organization

Maples Group is an international financial services firm serving some of the world’s largest hedge fund managers, private equity firms, and multinational companies. Its legal and financial specialists work together to provide recognized, high-quality service to a global client base, while also creating strong learning and career growth opportunities for a worldwide team of 2,500 employees.

Work Environment

The organization is built on collaboration, high standards, and an inclusive culture where people are encouraged to bring their full selves to work and perform at their best. Across the global network, team members operate as one connected group.

Role Overview

Based in downtown Montreal, this position supports senior executives in a highly visible environment. The office has been established in the city since 2009 and is known for its diverse, entrepreneurial atmosphere, with more than 300 colleagues from 50 countries contributing to client service delivery.

Key Accountabilities

• Handle executive logistics and administrative coordination, and act on behalf of senior leaders when communicating with internal and external stakeholders.
• Manage sensitive and confidential matters with strong judgment, professionalism, and exceptional discretion.
• Serve as a visible representative of the executive team and model the firm’s values in day-to-day conduct.
• Attend global meetings and calls, and prepare accurate minutes.
• Draft office-wide and firm-wide communications or presentations for executives.
• Organize meetings, appointments, and complex executive calendars.
• Maintain detailed spreadsheets and databases.
• Build periodic and ad hoc reports with input from functions such as Finance, Human Resources, and Marketing.
• Communicate with business unit leaders on behalf of executives.
• Process contracts, expenses, and other approvals in line with internal policies and procedures.
• Set up virtual and in-person meeting spaces for important internal and external sessions.
• Arrange travel and related support for executives.
• Support business development activities when needed.
• Help with onboarding and training for select high-profile new hires.
• Coordinate special projects and events, including major social events, facilitated sessions, and client activities.

Working Conditions

This is a demanding position that calls for strong organization, quick response times, and the ability to handle high-volume work with accuracy and speed. Support may be needed outside standard business hours, and success in this role requires resilience in fast-moving, high-pressure situations.

Candidate Profile

The ideal applicant brings a solid academic background, a university degree, strong ethical standards, independence, and around five years of relevant experience in executive or administrative support. English fluency is required.

Additional Information

Personal information collected during the hiring process will be used only for recruitment purposes. Background screening is part of the company’s standard conditional-offer process. For roles outside the Republic of Ireland, this includes criminal record checks. A criminal record will not automatically disqualify a candidate; decisions are made individually based on the role and the nature and circumstances of any past offence. Candidates will have an opportunity to discuss this before a final decision is made.

This role offers significant exposure to the inner workings of a global financial services organization at a senior level.