Executive Assistant; Bilingual

Position: Executive Assistant (Bilingual)

Position Title:

Executive Assistant (Bilingual)

Salary & Benefits:

$75,000-$90,000
Position Status:
Existing vacancy

Location:

Ottawa, ON Or Montreal, QC
Work Model:
Flexible Hybrid
Additional Notes:
Our client is looking for a highly organized, discreet, and proactive Bilingual Executive Assistant to provide senior-level support to the President & CEO and assist with the operations of the Board of Directors. This role combines executive support with corporate governance responsibilities, ensuring smooth day-to-day operations and effective coordination of Board activities. The Executive Assistant will manage complex schedules, prepare materials for meetings, and support the overall functioning of executive and Board initiatives.

Flexibility, sound judgment, and the ability to adapt to the working style of the President & CEO are essential.

Key Responsibilities:

Executive Support

• Provide comprehensive, high-level administrative support to the President & CEO, including complex calendar management, meeting coordination, travel arrangements, and expense reporting.
• Manage sensitive and confidential information with the highest level of discretion and professionalism.
• Draft, edit, and proofread correspondence, reports, presentations, and other executive documents.
• Coordinate internal and external meetings, ensuring logistics, materials, and follow-up actions are efficiently managed.
• Serve as a key liaison between the President & CEO and senior leaders, staff, and external stakeholders.
• Support the development of executive presentations and communications.
• Track priorities, action items, and deadlines to ensure timely follow-through and execution.
• Lead or support special projects as assigned by the President & CEO.

Board Governance Support

• Act as the primary point of contact between the Board of Directors, executive leadership, and key stakeholders.
• Coordinate and schedule Board and committee meetings, ensuring timely preparation and distribution of agendas and materials.
• Attend Board meetings and prepare accurate, comprehensive minutes documenting decisions and actions.
• Maintain official Board records, including minutes, resolutions, and attendance documentation.
• Support compliance with corporate governance requirements and applicable legal standards.
• Assist Board members with meeting logistics, documentation, and communications.
• Ensure timely preparation and filing of required governance documents and reports.
• Support the planning and execution of Board-related meetings, retreats, and events.

The ideal candidate is a resourceful professional with exceptional communication skills in English and strong professional proficiency in French, a solid understanding of corporate governance, and the ability to manage multiple priorities in a fast-paced executive environment. You are a seasoned, bilingual executive support professional who brings a high level of discretion, judgment, and organizational excellence to a fast-paced executive environment.

You are an exceptional communicator with strong written and verbal skills and a keen attention to detail. They possess deep experience supporting senior C-suite leadership and Boards, with a solid understanding of corporate governance, legal and regulatory compliance, and Board operations. This role requires strong interpersonal skills and emotional intelligence, working collaboratively within a team while confidently navigating complex situations with calm professionalism.

Highly organized and adaptable, they excel at managing competing priorities, maintaining strict confidentiality, and taking initiative to solve problems independently. Post secondary education, along with a minimum of 10 years of relevant experience supporting senior executives. Proficiency in Microsoft Office and familiarity with governance software or Board management platforms are essential, as is the ability to interact effectively with senior executives, Board members, and external stakeholders.

What will make you stand out:

• Extensive hands-on experience supporting Board governance processes and using Board management platforms
• Demonstrated success managing complex executive schedules and high-stakes priorities in a C-suite environment.
• Exceptional document preparation skills, including creating polished Board presentations and official reports.
• A proven reputation as a trusted advisor who builds strong relationships with executives and Board members.

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