Bilingual Executive Assistant/Adjointe de direction

Job Description

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. The Position 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. Additionally, this position requires the EA to travel at least once a year to ensure effective communication and alignment with the responsibilities and expectations of both the SVPs. The EA exercises initiative and independent judgment in managing the SVP's calendar, and daily activities, is proactive and highly organized. The EA supports the PABs and uses discretion in the dissemination of information to board members, committee members, staff and the various stakeholders served by Heart & Stroke. How you will make an impact every dayProvide administrative support to the SVPs and Provincial Advisory Boards.Transcribe and prepare accurate minutes of SVPs, Board and Committee meetings as required and track and monitor pending issues for follow-upResearch, develop and draft letters, memos or reports to communicate the SVP's decisions, ideas, agenda, and prepare correspondence, reports, PowerPoint presentations, proofread and edit documents.Coordinate the SVPs' schedule and appointmentsPlan, organize and schedule SVPs, Board, and Committee meetingsManage 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 requiredprocess, record and track expenses and other contractual documents requiring SVPs approval or for which the incumbent is accountableto reconcile the monthly corporate credit card statement.Coordinate and organize teleconference and videoconference callsPerform 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 projectsOn behalf of the SVPs, monitor leave requests from reporting staffSafeguard 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.Arranges SVPs travel and prepares travel expenses.Coordinate and support the Development activities of the SVPs.Liaise with other teams and volunteers as an ambassador of the office of the SVPs. Supporting the Provincial Advisory BoardsCoordinate logistics and support for all Board and Committee meetingsCoordinate and distribute Board meeting package(s), set up for and attend meetings, record, and transcribe minutes.Track, manage and ensure compliance with terms of reference for terms and nominations of provincial board members. Office ManagementPrimary 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.Assist with meeting space setup as required.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.Handle in-person donations following Gift Processing procedures.Oversee daily health screening processes and reporting. Qualification: Experience3-5 years of relevant administrative and customer service experience, especially managing a complex calendar for a senior executive. (Complex means a calendar driven by external partners, colleagues, situations, weather and politics.)Experience preparing agendas, recording, and transcribing minutesExperience supporting confidential and senior-level decision-making, demonstrating discretion EducationPost-Secondary education with a focus on business administration or applicable experience SkillsFully bilingual in English and French.Expertise in business writing with a strong grasp of grammar and language use in both French and English.Committed to high ethical standards and confidentiality.Exceptional oral and written communication, including editing skills.Proven business writing ability.Skilled in prioritizing tasks and working independently.Proficient in problem-solving, managing change, and conflict resolution.Strong multitasking ability with a focus on detail and meeting deadlines.Excellent organizational, decision-making, and customer service skills.Demonstrates initiative, critical thinking, and sound judgment.Flexible work ethic with the ability to adapt to varying schedules.Team-oriented with a collaborative approach and concern for others.Proactive, digitally fluent with Microsoft suite and collaboration tools.Familiarity with a CRM database is advantageous. What we offer In addition to a competitive salary, we believe that time off is integral to the personal health and wellness of our employees. We offer a generous paid time-off package including vacation days, personal days, wellness days, and paid company-wide closure between December 25 and January 1 . 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. Apply now Applicants must be currently residing in Canada and legally entitled to work in Canada. Only those candidates that qualify will be selected for an interview. At this time, all interviews are being conducted via phone and/or video call we look forward to "virtually" meeting you Accommodation We are committed to fostering an inclusive, barrier-free and accessible environment. If you have been contacted for an interview and require accommodation to participate in the recruitment and selection process, please let us know and we will do our best to address your needs. Adjointe de direction (Bilingue) De qui avons-nous besoin 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. De plus, ce poste nécessite que l'adjoint(e) voyage au moins une fois par an pour assurer une communication efficace et un alignement avec les responsabilités et les attentes des VPP. 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. Comment allez-vous avoir un impact au quotidien Soutien administratif aux membres de la haute directionOffrir du soutien administratif aux vice-présidentes principales et aux membres des conseils consultatifs provinciaux.Transcrire et préparer des procès-verbaux précis des réunions des vice-présidentes principales, des conseils consultatifs et des comités et assurer le suivi des questions en suspens.Rédiger des ébauches de lettres, de mémos et de rapports en effectuant les recherches nécessaires afin de communiquer les décisions, les idées et l'agenda des vice-présidentes principales ; préparer la correspondance . click apply for full job details

Requirements: