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Groom & Associates(és): Bilingual Executive Assistant To The President

Groom & Associates(és)

This is a Full-time position in Montreal, QC posted April 3, 2021.

Status: Permanent full-time positionLocation: Can be based in Montreal, Toronto or VancouverWork hours: The Executive Assistant will be supporting the President who is based in Vancouver, British Columbia; therefore candidates must be flexible to work on PST schedule if they are located in Montreal or Toronto.Sector: Non-for-profitWhat our client offers: Competitive salary based on experience Three (3) weeks paid vacation One (1) additional week paid vacation at Christmas Three (3) PTO (Personal Time Off) days Group insurance benefits RRSP planPLEASE SEND YOUR CV TO carole.viger@groomassocies.comWe thank all candidates for showing interest in this role; however, only retained candidates will be contacted.For more information on our recruitment services, please visit our website www.Groomassocies.ComROLE SUMMARY:Reporting to the President of a non-for-profit organization based in Vancouver, British Columbia, the Executive Assistant provides support for the President for all professional and volunteer functions to enable the President to properly carry out the volunteer role of President and her business responsibilities.KEY RESPONSIBILITIES: Assistance and coordination for all activities of the President related to the non-for-profit organization and various associations and other professional business matters.

Coordination and management of all aspects of the President’s office including: All correspondence – ensure the President is informed and respond in a timely manner to all letters, emails, etc.

(80-90% English), working with the organization’s Communications team, as appropriate for consistent messaging.

Draft simple correspondence (emails and letters) and other communications as required.

File maintenance in accordance with the organization’s bring forward and record retention policies.

Coordination of President’s agenda, including attendance at domestic and international meetings and events.

Travel arrangements, including significant international travel.

Liaison with various national and international related entities.

Coordination of the President’s partner and sponsor relations, and coordination of the President’s domestic government relations.

Coordination of visits by foreign delegations.

Coordination (and briefing, if required) of the organization’s representatives’ attendance at (some) international conferences.

Carrying out research on given topics, as required.

Other duties and special projects as assigned.

Organization’s Governance Membership, Session, and Board of Directors meetings.

Working collaboratively with the organization’s staff, coordinate President’s input on agendas and preparation of the President’s reports, assistance with briefings, speaking notes, speeches, approval of meeting minutes, etc.

Attend meetings and assist onsite and take minutes as required.

Board Committees: coordinate President’s attendance and participation in committee meetings, as required, including organization of meeting materials for the President’s review prior to the meetings.

Coordination of scheduling and follow up process for all of the above.

The above also applies to the President’s interactions with the Foundation.QUALIFICATIONS AND CRITICAL SKILLS:Education and Experience: 5-7 years administrative experience at an executive level in a corporate, not for profit and/or government environment.

University degree or college diploma (in a field related to office administration an asset).

Experience dealing with protocol at a high level.Skills and abilities: Must be fluently bilingual in French and English with excellent written communication skills in both languages.

Other languages would be an asset.

High level of personal integrity and always presents a highly professional image, both internally and externally.

Strong and reliable technical skills with computer programs — Microsoft Word, Excel, Outlook and PowerPoint are a must; and social media platforms is an asset.

Proven organization and time management skills with the ability to effectively manage time, prioritize workflows and schedules, respond to varied and often tight deadlines and effectively balance competing stakeholders and agendas.

Excellent interpersonal skills with the ability to deal with colleagues, partners and stakeholders at all levels.

Impeccable attention to detail and accuracy.

Results oriented with a sense of urgency; work with staff and stakeholders, as required, to exude a “can do” attitude.

Demonstrated ability to maintain confidentiality and exercise tact and discretion in dealing with sensitive and confidential matters.

Proven ability to organize and manage Committee and Board meetings and materials; ability to capture salient points of discussion for purpose of meeting minutes.

Proven critical thinking skills combined with common sense; proactive, innovative, a strong sense of responsibility, creative and a problem-solver.

Ability to do research.

Adaptable and flexible; eager to learn and share opinions.

A proactive self-starter with strong motivation to take on multiple initiatives with the ability to adjust to changing priorities and competing deadlines.

Ability to thrive in a fast paced, creative environment while maintaining a positive attitude.

Committed team player, able to work cooperatively with other Executive Assistants and staff, both locally and remotely, but also comfortable working independently.

Knowledge and enthusiasm about amateur sport is an asset.

A sense of humour.

Demonstrates and embodies the organization’s values of Accountability, Excellence, Fun, Respect and Bravery.PLEASE SEND YOUR CV TO carole.viger@groomassocies.comWe thank all candidates for showing interest in this role; however, only retained candidates will be contacted.For more information on our recruitment services, please visit our website www.Groomassocies.Com