Altis Recruitment is seeking a highly organized and experienced Bilingual Executive Assistant to support our client, a Crown corporation, in providing dedicated assistance to the Director within a dynamic, purpose-driven environment. This key role is essential to ensuring the smooth operation of the Director's office and plays a vital part in advancing strategic initiatives focused on community engagement, collection development, and collaborative leadership.
Acting as a trusted administrative partner, the Bilingual Executive Assistant will manage high-level scheduling, internal and external communications, and a broad range of confidential tasks. The successful candidate will play a key role in coordinating acquisition committee processes, preparing board documentation, overseeing meeting logistics, and supporting budgetary functions. A deep commitment to professionalism, accuracy, and discretion is essential.
Key Responsibilities
- Manage and coordinate the administrative operations of the Director's office, ensuring efficiency and responsiveness
- Organize and support various committees, including meeting logistics and documentation
- Prepare, review, and manage high-level correspondence, reports, proposals, and briefing materials
- Draft and format documents for board meetings and the organization's annual report
- Plan and coordinate complex travel itineraries, schedules, and meetings
- Maintain organized and up-to-date filing and records systems
- Provide support for budget tracking, reconciliation, and financial documentation
- Create engaging and polished presentations using Microsoft Office tools
- Serve as the point of contact for internal and external stakeholders on behalf of the Director
- Record meeting minutes and ensure appropriate follow-up on action items
Qualifications \& Requirements
Experience:
- Minimum of 7 years of progressive experience in executive-level administrative support
- Previous experience in a museum, cultural institution, or government environment considered a strong asset
- Familiarity with federal Crown corporations is an asset
- Proven track record in preparing professional presentations, reports, and official communications
- Strong computer proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Adobe Pro
Skills \& Abilities:
- Bilingual (English and French) with excellent written and verbal communication skills in both languages
- Outstanding organizational skills and attention to detail
- Ability to work independently, prioritize tasks effectively, and thrive under pressure in a fast-paced environment
- Sound judgment, discretion, and ability to handle sensitive information with confidentiality
- Strong interpersonal skills and ability to build collaborative working relationships
- Proactive, resourceful, and results-driven mindset
- Comfortable navigating complex administrative processes and meeting tight deadlines
Education:
- Diploma in secretarial, business administration, or a related field or an equivalent combination of education, training, and experience
