Remote-Senior Executive Administrative Assistant

4 weeks ago

Montréal QC, Canada Staffworks Canada Ltd. Full time

Our client one of Canada's premier not-for-profit organization has a mission is to promote health, save lives and enhance recovery. They are committed to a culture that exemplifies their core values: champion health, practice humility, embrace change, drive impact, learn and grow and be heartfelt as they work together to beat heart disease and stroke.
This Bilingual Executive Assistant opportunity is hybrid, reporting to the downtown Montreal office about 1 day each week and working remotely for the other 4 days each week.
Reporting to both the Senior Vice President (SVP) QC and the Senior Vice President NL, NS & PEI, the Executive Assistant and Office Administrator (EA) is tasked with delivering high-level, confidential administrative support to the offices of the respective SVPs, as well as to the Provincial Advisory Boards (PABs). This role encompasses a broad range of responsibilities including general office administration, providing on-site facilities assistance, and coordinating activities across multiple regions. The EA exercises initiative and independent judgment in managing the SVP's calendar, and daily activities, is proactive and highly organized. Provide administrative support to the SVPs and Provincial Advisory Boards.
Manage the SVPs electronic filing system, creating files and records as necessary using judgment and knowledge of office requirements, updating files and records, determining retention, and purging, and retrieving files and documents as needed.
Assist the SVPs with budget planning . Coordinate with other staff to plan, organize and co-ordinate functions, special events and interdepartmental projects as required
to reconcile the monthly corporate credit card statement.
Perform a wide variety of complex administrative duties and assist with special projects as directed by the SVPs.
Handle designated projects for the SVPs and keep them apprised of the progress and outcomes of such projects
Safeguard the confidentiality of the organization exercising discretion in communicating information to staff and the various stakeholders served by the organization and in handling administrative records, personnel actions, performance evaluations, promotion, and similar confidential items.
Liaise with other teams and volunteers as an ambassador of the office of the SVPs.
Track, manage and ensure compliance with terms of reference for terms and nominations of provincial board members.
Office Management
Primary contact for employee and guest facilities support.
Liaison for property management and service providers (e.g., electrical, HVAC, security) as needed.
Manage on-site storage rooms for orderliness and accessibility.
Handle key and security card management, including audits and distribution.
Oversee First Aid Kit and serve as office Health and Safety representative.
Manage and restock PPE supplies, such as sanitizers and masks.
Process daily mail and deliveries, including shipping and receiving.
Maintain office supplies inventory and copier fleet.
Provide administrative support for facility-related tasks.
Keep kitchens and refreshment areas stocked and organized.
Undertake ad hoc administrative projects, including customer service and data entry.
Cover reception duties, greeting visitors and managing visitor sign-ins and security passes.
3-5 years of relevant administrative and customer service experience, especially managing a complex calendar for a senior executive. (Experience supporting confidential and senior-level decision-making, demonstrating discretion
Post-Secondary education with a focus on business administration or applicable experience
Fully bilingual in English and French.
Expertise in business writing with a strong grasp of grammar and language use in both French and English.
Proven business writing ability.
Proficient in problem-solving, managing change, and conflict resolution.
Flexible work ethic with the ability to adapt to varying schedules.
Proactive, digitally fluent with Microsoft suite and collaboration tools.
Familiarity with a CRM database is advantageous.
We also provide competitive health, medical, dental and vision benefits, life insurance, disability benefits, an employee assistance program (EAP) and a defined contribution pension plan with employer matching. O ur employees also enjoy a flexible hybrid working model and reimbursement for mobile phones and home office setup, as well as opportunities for professional development.
At this time, all interviews are being conducted via phone and/or video call we look forward to "virtually" meeting you
Adjointe de direction (Bilingue)
Relevant de la vice-présidente principale (VPP),Québec et la vice-présidente principale, Nouvelle Écosse, L'île du Prince Édouard et Terre Neuve et Labrador, le titulaire du poste est chargé de fournir un soutien administratif confidentiel de haut niveau aux bureaux des VPP respectifs, ainsi qu'aux conseils consultatifs provinciaux (CAP).Ce rôle englobe un large éventail de responsabilités, notamment l'administration générale du bureau, la fourniture d'une assistance aux installations sur site et la coordination des activités dans plusieurs régions. Le titulaire du poste fait preuve d'initiative et de jugement indépendant dans la gestion du calendrier et des activités quotidiennes du vice-président principal, est proactif et hautement organisé. La personne soutient les CAP et fait preuve de discrétion dans la diffusion de l'information aux membres du conseil d'administration, des comités, du personnel et des divers intervenants servis par Cœur + AVC.
Soutien administratif aux membres de la haute direction
Offrir du soutien administratif aux vice-présidentes principales et aux membres des conseils consultatifs provinciaux.

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