Job Description

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

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