Executive Assistant

5 months ago

Montréal, Canada Stichting White Helmets Foundation Full time

**ABOUT Les Casques Blancs / THE WHITE HELMETS**

Les Casques Blancs (CB) is a not-for -profit organization based in Quebec, Canada. Its focus is to promote, develop and implement community-based, service-based, and recovery-oriented projects to improve the lives of civilians in conflict zones, particularly in Syria. It aims also to bolster the resilience of communities in which we work and contribute to the promotion of human rights and civilian protection by fighting impunity and seeking justice and accountability. It shares knowledge and experience between Syrians, Quebecers, and Canadians to promote shared values of human rights, gender equality, and democracy.

**SCOPE OF WORK**

The Executive Assistant will assist the Executive Director to ensure clear communication with internal and external stakeholders, prompt implementation of the organisation's operational objectives and to follow up on the progress of the assigned tasks of different departments.

**TERMS OF REFERENCE**
- **Duty station**: Montreal Office - Quebec, Canada (Hybird)
- **Line manager**: Executive Director
- **Line management Responsibility**: N/A
- **Full-time/Part-time**: Full-time

**Tasks and activities**:
In consultation and under direct supervision of the Executive Director “ED”, the Executive Assistant “EA” will perform the following duties.
- **Executive Tasks**:_
- Represent the ED and serve as a primary point of contact when s/he is unavailable.
- On behalf of the ED, track & follow up on status of outstanding actions & requests.
- Supervise all incoming & outgoing correspondence & dissemination of information as appropriate.
- **Administrative Tasks**:_
- Maintain/update the Director’s Office calendar, diaries and schedules.
- Arrange, schedule and attend when necessary, director’s Office’s meetings with Donors, Stakeholders, Board of Directors, etc;
- Draft correspondence & reports as requested.
- Prepare and distribute background materials as needed. Take minutes, finalize and distribute approved versions and report on proceedings to absent members, as requested.
- Act as an interpreter in meetings when required, ensure accurate and concise translation into the specified language(s).
- Prepare travel and expense reconciliation reports.
- **Operational Management**:_
- Oversee the management of the logistics for the Board meetings and key events.
- Follow up closely with the ED in supervising progress work and update of different departments.
- **Internal Communications**:_
- Prepare and participate in periodical meetings.
- Act as a secretariat for the White Helmets Advisory Council.
- **External Communications**_
- Support in organisation of visits (of donors, home and support office personnel, other visitors);
- Perform other relevant duties assigned by the ED.

**Required qualifications: Education, Experience and Competencies**:

- Fluency in English or French with high business writing skills in both languages. Arabic is highly desirable.
- Must have a bachelor’s degree (BA, BS, etc.) in Business Administration, Political Science and International Affairs, or a relevant field in social science is desirable.
- Minimum of 5 years of professional experience preferably with experience in an international organisation, and in a non-profit setting, or equivalent combination of education and experience.
- Excellent computer skills, including knowledge of creating and managing databases, spreadsheet, presentation, and navigating the Internet effectively.
- Ability to communicate effectively & tactfully with all levels of staff.
- Initiative & discretion in judging & managing confidential matters, materials & sensitive issues
- Proficiency in administrative skills including grammar, spelling & proofreading.

**Other professional Competencies**:

- Outstanding time management and organisational skills including keen attention to detail with ability to track multiple projects at one time.
- Cross-cultural communication and interpersonal skills, and able to interact professionally with culturally diverse staff and stakeholders.
- High sense of confidentiality, reliability and discretion.
- Detail-oriented with excellent communication, organisational, interpersonal and writing skills.
- Demonstration of ethical and critical way of thinking.
- Demonstration of transparency and accountability.

**How to Apply**:
Only shortlisted applicants who meet the required job qualifications will be contacted.

  • Executive Assistant

    5 months ago

    Montréal, Canada BFL CANADA Full time

    **We offer more than a job, we offer a career!** - We support our employees to shape their career by encouraging continuing education and investing in training and development. - We put our employees at the center of what we do to allow them to grow personally and professionally, with projects and challenges that are motivating and rewarding. - We inspire...

  • Executive Assistant

    5 months ago

    Montréal, Canada BFL CANADA Risk and Insurance Full time

    We offer more than a job, we offer a career! We support our employees to shape their career by encouraging continuing education and investing in training and development. We put our employees at the center of what we do to allow them to grow personally and professionally, with projects and challenges that are motivating and rewarding. We inspire people to...

  • Executive Assistant

    5 months ago

    Montréal, Canada Quadbridge Inc Full time

    **Job: Executive Assistant** **About Quadbridge**: Quadbridge is one of the fastest-growing tech companies in Canada. - **Our Why. Our purpose**: We exist to drive success through technology. - **What we do**: We deliver scalable technology solutions with agility and responsiveness. - **Our office**: Our modern office is based in Montreal, across from the...

  • Executive Assistant

    5 months ago

    Montréal, Canada Reitmans (Canada) LtéeLtd Full time

    **Company Description** Who we are**: At Reitmans (Canada) Limited (RCL), every moment of every day revolves around our customers and our love of fashion. We believe fashion empowers our customers to put their best foot forward when it matters the most. From the design table to the stores and our digital channels, we are always finding new ways to create...

  • Executive Assistant

    5 months ago

    Montréal, Canada Egon Zehnder Full time

    **About Us** Egon Zehnder is the world’s preeminent executive search and leadership advisory firm, inspiring leaders to navigate complex questions with human answers. We help organizations get to the heart of their leadership challenges and offer honest feedback and insights to help leaders realize their true being and purpose. We believe that together we...

  • Executive Assistant

    6 months ago

    Montréal, Canada Mikros Animation Full time

    **Company Description** Mikros Animation is a global CGI animation creative studio. Providing filmmakers with top-tier animation and CGI services through a complete range of front and back-end creative services to bring unforgettable and stylized stories to life in every format, for every platform. We provide end-to-end animation services, uniting...

  • Executive Assistant

    5 months ago

    Montréal, Canada Egon Zehnder Full time

    **About Us** Egon Zehnder is the world’s preeminent executive search and leadership advisory firm, inspiring leaders to navigate complex questions with human answers. We help organizations get to the heart of their leadership challenges and offer honest feedback and insights to help leaders realize their true being and purpose. We believe that together we...

  • Executive Assistant

    5 months ago

    Montréal, Canada Egon Zehnder Full time

    **About Us** Egon Zehnder is the world's preeminent executive search and leadership advisory firm, inspiring leaders to navigate complex questions with human answers. We help organizations get to the heart of their leadership challenges and offer honest feedback and insights to help leaders realize their true being and purpose. We believe that together we...

  • Executive Assistant

    5 months ago

    Montréal, Canada TC Transcontinental Full time

    **Executive Assistant****: **Create value at TC Media.** TC Media is currently looking for an Executive Assistant to support the administrative needs of the President and the Human Resources team. **When your actions lead to success.**: - Coordinate projects and meetings as well as their logistics. - Write, edit, and format various reports, presentations...

  • Executive Assistant

    6 months ago

    Montréal, Canada Pomerleau Full time

    **We are Pomerleau. And you could be too.** Pomerleau is recognized as one of Canada’s leaders in the construction industry, in the institutional, commercial, industrial and civil engineering sectors. Clients benefit from our expertise as general contractor, construction manager, project manager and design-builder. Pomerleau believes in delivering...

  • Executive Assistant

    5 months ago

    Montréal, Canada PCL Construction Full time

    **The future you want is within reach.** At PCL, we build the places where life happens and find camaraderie in the process. We're a community of builders committed to building better communities. That's why we're always looking ahead, and not just to the next project or what's next in our industry. We're also looking at what's next for you and how we can...

  • Executive Assistant

    5 months ago

    Montréal, Canada Stichting White Helmets Foundation Full time

    **ABOUT Les Casques Blancs / THE WHITE HELMETS** Les Casques Blancs (CB) is a not-for -profit organization based in Quebec, Canada. Its focus is to promote, develop and implement community-based, service-based, and recovery-oriented projects to improve the lives of civilians in conflict zones, particularly in Syria. It aims also to bolster the resilience of...

  • Executive Assistant

    5 months ago

    Montréal, Canada Engel & Volkers Full time

    Job Summary: **Duties**: - Manage executive calendars, including scheduling meetings and appointments - Coordinate travel arrangements and prepare detailed itineraries - Prepare reports, presentations, and correspondence for internal and external communications - Conduct research, compile data, and prepare documents for review and presentation - Assist in...

  • Executive Assistant

    6 months ago

    Montréal, Canada National Bank of Canada Full time

    A career as an Executive Assistant in the National Bank Investment (NBI) team means acting as an expert in supporting three NBI portfolio management units, namely the Office of the Chief Investment Officer (CIO), the Investment Solutions and Business Strategy team (SISA) as well as that of the Head of Investment Risk and Execution (CORE). It is through your...

  • Executive Assistant

    5 months ago

    Montréal, Canada Medfar Full time

    Company Description Founded in 2010 by two aeronautical engineers, MEDFAR Clinical Solutions developed the first web-based electronic medical record (EMR) in Quebec. MEDFAR continues to work hard to incorporate the latest technological innovations into MYLE in order to provide care teams and their patients with the tools they deserve. **Job...

  • Executive Assistant

    7 months ago

    Montréal, Canada The Nature Conservancy of Canada Full time

    The Executive Assistant is mainly operational/administrative and provides administrative support to the Quebec Regional Vice-president, the middle managers team and the Regional Board of Directors. The position will support the key members of the management team with their administrative duties and increase their ability to focus on delivering fundraising...

  • Executive Assistant

    5 months ago

    Montréal, Canada Metro Supply Chain Full time

    JOIN OUR TEAM Metro Supply Chain is a strategic supply chain solutions partner for some of the world’s fastest growing and most recognizable organizations. We advance our customers’ business through innovative, real-world solutions within a culture that supports our communities, protects our environment, and enables our team to thrive. Managing 14...

  • Executive Assistant

    2 months ago

    Montréal, QC, Canada Les Casques Blancs Full time

    **ABOUT Les Casques Blancs / THE WHITE HELMETS** Les Casques Blancs (CB) is a not-for -profit organization based in Quebec, Canada. Its focus is to promote, develop and implement community-based, service-based, and recovery-oriented projects to improve the lives of civilians in conflict zones, particularly in Syria. It aims also to bolster the resilience of...

  • Executive Assistant

    5 months ago

    Montréal, Canada National Bank of Canada Full time

    A career as an executive assistant within the Customer Experience Center (CEC) team is about playing a pivotal role within the team. You will work closely with the first vice president to ensure smooth and effective management of daily activities. Your versatility, excellent organizational skills, and passion for teamwork will be invaluable assets in...

  • Executive Assistant to The CEO

    6 months ago

    Montréal, Canada Reitmans (Canada) LtéeLtd Full time

    Description de l'entreprise **Who we are**: At Reitmans (Canada) Limited (RCL), every moment of every day revolves around our customers and our love of fashion. We believe fashion empowers our customers to put their best foot forward when it matters the most. From the design table to the stores and our digital channels, we are always finding new ways to...