We are looking for a detail-oriented and proactive Bilingual Executive Assistant to join our client on a contract basis. The ideal candidate will excel in managing competing priorities, handling confidential information, and ensuring the efficient operation of the office.
Responsibilities:
• Respond to inquiries from council members, committees, staff, and external stakeholders in both English and French, ensuring timely and thorough communication.
• Coordinate and manage complex calendars, scheduling meetings, and preparing background materials to support.
• Organize in-person, virtual, and hybrid meetings, including preparing agendas, distributing materials, taking minutes, and tracking follow-up actions.
• Draft and finalize correspondence, reports, and confidential documents with accuracy and attention to detail.
• Arrange travel plans, accommodations, conference registrations, and process expense claims in accordance with organizational policies.
• Maintain and update digital filing systems to improve accessibility and streamline office workflows.
• Monitor office supply inventory, coordinate equipment repairs, and contribute to budgeting activities.
• Support departmental events and special projects by conducting research, prioritizing tasks, and ensuring smooth execution.
• Collaborate with team members and administrative staff across the organization to optimize workflows and provide backup support when needed.
• Facilitate onboarding processes and coordinate training sessions for new hires within the department.
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