Executive Assistant

Our client, a well-respected non-profit organization based in the downtown core, is looking for a seasoned Bilingual Executive Assistant to provide high-level support in a hybrid role.

Duties may include, but are not limited to:

• Provide executive administrative support to the VP, Partnerships & Development, ensuring efficient day-to-day operations and timely follow-up on priorities
• Act as Coordinator and Secretary for committees, working groups, and governance meetings by preparing agendas, recording and distributing minutes, and tracking decisions, action items, and deliverables
• Manage executive calendars, meetings, conference calls, travel arrangements, and related logistics
• Draft, edit, proofread, and coordinate correspondence, reports, presentations, contracts, and other executive documents
• Maintain filing systems, databases, records, and confidential information while ensuring compliance with organizational policies and procedures
• Monitor incoming correspondence, projects, and assignments, ensuring timely responses and completion of deliverables
• Conduct research, compile reports, and gather data and statistics to support planning, reporting, and decision-making
• Liaise and collaborate with internal departments, external partners, member institutions, government representatives, and other stakeholders on behalf of the Executive
• Coordinate the preparation and submission of work plans, budgets, forecasts, financial reports, and other corporate documents
• Process travel claims, expenses, invoices, and support budget monitoring and financial administration activities
• Coordinate administrative support related to human resources activities, including staffing, performance management, and employee relations processes
• Collaborate closely with other executive assistants and administrative staff to ensure seamless support, coverage, and alignment across the organization
• Handle highly sensitive and confidential information with discretion, professionalism, and sound judgment

Required skills and qualifications:

• 3 to 5 years of experience providing executive-level administrative support, including managing complex calendars, coordinating competing priorities, and supporting senior leaders in a fast-paced environment
• Exceptional written and verbal communication skills in both English and French
• Experience interacting with and supporting senior executives, key stakeholders, and external partners
• Proven ability to prepare, edit, and coordinate reports, correspondence, presentations, and other business documents with a high degree of accuracy and professionalism
• Experience arranging domestic and international travel, including managing itineraries and logistics
• Strong ability to establish, maintain, and improve administrative processes, procedures, and office practices
• Experience supporting operational planning activities, including work plans, deliverable tracking, budget administration, and forecasting
• Advanced proficiency with Microsoft 365 applications, including Outlook, Word, Excel, PowerPoint, and Teams

Salary: $70,000 to $87,000 per year depending on experience

If you are interested and believe you meet the specified qualifications, please reply to this ad with your Resume.

We thank all applicants for their interest in Express Employment Professionals; however, only those candidates selected for interviews will be contacted.

Express Employment Professionals is an Equal Opportunity Employer.

Our selection process includes AI-enabled tools for screening based on keywords and minimum qualifications. A human decides who moves forward.