Executive Assistant
in Montreal, QC

Montreal, QC
Full-time - Permanent
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Competition Number: 10843
Company Website: http://www.redcross.ca
Title: Executive Assistant
Location: Montreal, QC
Employment status: Permanent full time
Salary: $49,694.85
The Canadian Red Cross (CRC), an iconic brand and one of the most inspirationalnot-for-profitorganizationson this planet, is seekingan Executive Assistant to join our team.
We are guided by our Fundamental Principles of humanity, impartiality, neutrality, independence, voluntary service, unity, and universality. We help people and communities in Canada and around the world in times of need and support them in strengthening their resilience.
Starting with the hiring process, we are committed to having an accessible, diverse, inclusive, and barrier-free work environment where everyone can reach their full potential. We encourage all qualified persons who share our values and want to contribute to fostering an inclusive and diverse workplace to apply.
The incumbent will organize all their manager's meetings and functions, liaise with members of various committees, and prepare meeting agendas. They will manage their manager's schedule and produce the different reports that department leadership must present to various bodies. They will also plan, coordinate, and perform administrative and clerical work for the department.
Duties and responsibilities:
Organize all the manager's meetings and functions
  • Manage the meeting schedule for various work committees involving the manager.
  • Prepare agendas and share them with committee members.
  • Attend meetings as needed, take minutes, and follow up on decisions made.
  • Assist committee members.
  • Organize in-person meetings, conference calls, and virtual conferences.
  • Collect information and enter data into various databases.
  • Liaise with others concerning meeting logistics.
  • Develop the work plan, provide logistical support, coordinate invitations and registrations, and ensure that tasks are completed in a timely manner.
  • Negotiate and enter into hotel and catering agreements.
  • Act as the focal point for members of various committees.

Manage the manager's schedule and coordinate their travel activities
  • Keep the manager's network of contacts up to date.
  • Communicate with various internal and external parties.
  • Schedule meetings and other activities for the manager.
  • Plan and prepare meeting documents.
  • Make airline, other transportation, and hotel reservations as needed for the manager's travel.

Plan, coordinate, and perform administrative work for the department
  • Produce the manager's expense allowance and track the expense allowances of all department staff.
  • Open and distribute the mail of all department staff and follow up on department correspondence.
  • Write and edit letters, reports, guidelines, and other documents.
  • Produce reports that department management must present to the leadership team, various working committees, or head office management teams within the department's area of expertise.
  • Plan office equipment and supplies requirements and ensure that orders are placed with the appropriate departments.
  • Plan, design, and implement a filing and archiving system for the department's documents.
  • Manage the information that needs to be put on the Infosite and the department's web interface.
  • Coordinate mass emails with the Marketing Hub of the National Office and Divisions.
  • Plan administrative tasks for the entire department, organize and divide up tasks among the department's administrative staff, and ensure that they are carried out.
  • Help welcome, integrate, onboard, and follow up weekly with administrative staff.

What we're looking for:
  • College-level education, preferably in office administration, or an equivalent combination of education and experience.
  • At least three years of relevant experience in a support role to a board of directors or working committee.
  • Relevant experience in event coordination.
  • At least three years of relevant experience coordinating and planning administrative work within a department.
  • At least three years of experience in a volunteer organization (an asset).
  • Strong written and spoken communication skills.
  • Bilingualism (English/French).
  • Excellent knowledge of and practical experience with the MS Office suite.
  • Knowledge of Microsoft Dynamics AX (an asset).
  • Excellent planning and organizational skills, as well as attention to detail.
  • Strong time management and prioritization skills.
  • The ability to multitask and meet deadlines.
  • A team player.
  • Interpersonal skills and discretion.
  • Strong customer service skills.
  • Availability during local and international emergency responses.

Working conditions:
  • Eligibility to work in Canada: At this time, we welcome applications from candidates eligible to work in Canada. If you are not a citizen or permanent resident of Canada, we encourage you to carefully review your visa to find out whether you are eligible to work in the job you are considering applying for. Refer to our FAQ for more information.
  • If you are selected for this role, you will be required to complete a successful pre-employment screening process which includes a satisfactory Enhanced Police Information Check (E-PIC).
  • At this time, the CRC has temporarily suspended our Covid-19 vaccination policy and does not require, but continues to strongly encourage full vaccination of all our personnel.

If you require accommodation measures during any phase of the hiring process, please notify us as soon as possible. All information received in relation to accommodation requests will be kept confidential.
Salary Band:
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