Executive Administrative Assistant

2 weeks ago


Montréal, Canada Kindred Communications Full time

Please submit resume written in English

This is a new, crucial role which will support the establishment and running of the new office in Montreal and also support Members and meetings which will happen in various locations each month.

The role will allow for a hybrid schedule, some of the time can be working remote. Must be available to be in the office for 1 week a month, the remainder of the time may be remote.

Principal accountabilities will include providing administrative support to the Regional Director and staff based in Montreal and up to 12 Board Members who will be based in Montreal or who will travel there (and to other locations) regularly; this responsibility will be shared with support staff in other offices.
Specific responsibilities will include:

- Diary management across multiple time zones.
- Meeting and event management:

- Managing the scheduling of meetings and events, often with multiple internal and external participants internationally, requiring regular liaison with internal and external counterparts to co-ordinate availability.
- Managing meeting/event logistics, including:

- Organising venues/meeting rooms.
- Working with the IT support team to coordinate meeting access and broadcast technology requirements.
- Drafting agendas. o Compiling and distributing meeting materials.
- Assisting with the registration of meeting participants/observers.
- On-site meeting/events assistance.
- Circulating documents and managing files/records in line with the Foundation’s IT policies and procedures.
- Act as the primary point of contact for requests from both internal staff (e.g. other support staff, senior management and Trustees) and external stakeholders (e.g. officials from government, senior figures from regulatory, accounting and other international bodies):

- Fielding calls and correspondence. o Accurately relaying messages.
- Responding to queries and requests appropriately.
- Working with other departments to coordinate and document speaking engagements
- Gather and maintain information relating to the whereabouts of Board Members for planning and record keeping, sharing with other departments as appropriate.
- Processing expenses and credit card reconciliations.
- Have previous experience in a similar role, supporting senior executives in an international environment and managing complex and frequently changing travel and meeting arrangements across time zones.
- Demonstrate excellent organisational and administrative skills, combined with a high level of attention to detail and accuracy and excellent spoken and written English communication skills.
- Demonstrate a strong team ethic, the ability to assume responsibility for a range of tasks, resourcefulness, flexibility and a positive and proactive attitude.
- Be fluent in English and French
- Must be Covid Vaccinated

**Salary**: $55-65k CAD

Pay: $55,000.00-$70,000.00 per year

Schedule:

- 8 hour shift

COVID-19 considerations:
Covid vaccine required

Ability to commute/relocate:

- Montréal, QC: reliably commute or plan to relocate before starting work (required)

Application question(s):

- Do you have experience coordinating schedules and travel for global employees?
- Do you have experience coordinating board meetings?

**Experience**:

- Executive Administrative Assistant: 4 years (required)

**Language**:

- English and French (required)



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