We are partnering with an excellent Non for Profit organization that's looking to add a Bilingual Executive Assistant supporting a VP. This is a full-time/permanent role.
Advantages:
-Competitive salary (71-87K)
-Full benefits + pension
-4 weeks vacation + sick, personal and appointment days
-Closed between Christmas - NYE
-Hybrid (2 days on site/weekly) + flex hours
-Excellent culture
Responsibilities:
- Provides senior-level administrative and operational support to an Executive and their Division, helping manage daily operations, priorities, and workflow.
- Oversees the Division’s administrative functions, maintains consistent office procedures, and manages filing, inventory, mailing, database, and correspondence tracking systems.
- Reviews incoming and outgoing correspondence, reroutes and tracks items as needed, develops templates and tools, gathers research and statistical information, and ensures timely follow-up on assignments, reports, and projects.
- Handles highly confidential corporate, financial, and human resources information with discretion, professionalism, tact, and diplomacy.
- Acts as coordinator and secretary for committees and working groups by arranging logistics, preparing agendas, recording and distributing minutes, and ensuring decisions and action items are followed up on promptly.
- Supports recurring meetings, calendars, workplans, hospitality, events, and reception of guests, and may assist with local, national, and international event participation.
- Drafts, reviews, edits, and coordinates documents for the Executive, including correspondence, reports, service contracts, speeches, briefing materials, forms, and minutes.
- Checks documents for completeness, grammar, style, formatting, and accuracy; coordinates translation and proofreading; prepares bilingual materials in English and/or French as required; and may translate short documents.
- Liaises on behalf of the Executive with senior internal contacts, member institutions, government representatives, outside organizations, and other stakeholders to obtain information, support decisions, and advance divisional objectives.
- Screens requests and invitations, gathers background information for meetings and events, and ensures stakeholders receive the information needed to support strategic and operational goals.
- Manages the Executive’s schedule by coordinating meetings, conference calls, and appointments, adjusting priorities as needed, and monitoring divisional deadlines and deliverables.
- Advises employees on travel policies, arranges travel, prepares travel advances, reviews and processes travel claims, and submits expenditures to Finance.
- Monitors budgets, prepares financial and activity reports, reviews expenses and invoices, assists with monthly financial statement corrections, and helps apply financial policies and guidelines within the Division.
- Supports human resources and labour relations processes by coordinating with HR on job descriptions, staffing, classification, pay, benefits, disciplinary matters, salary actions, and performance appraisals, ensuring approvals and follow-up are completed.
Qualifications:
- Must be fluently bilingual in both official languages (English & French).
- Minimum of 3 years of experience in an executive assistant role supporting a C-Suite employee.
- Demonstrated ability to manage complex calendars, schedule meetings, and coordinate executive-level activities.
- Strong data entry and record maintenance skills with a high level of accuracy and organization.
- Experience preparing presentations, correspondence, and reporting materials for senior leadership.
- Ability to oversee branch or office administration while improving procedures and supporting consistent practices.
- Strong communication skills in a detail-oriented environment, with the ability to interact effectively with diverse stakeholders.
- Capacity to manage sensitive information with discretion, tact, and sound judgment.
