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 ResponsibilitiesManage 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 DirectorRecord meeting minutes and ensure appropriate follow-up on action items
Qualifications \& RequirementsExperience: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 ProSkills \& 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
