Executive Assistant Job at Randstad (Montréal)

Executive Assistant

Randstad

Location:
Canada , Montréal

Category:
Office Administration

Contract Type:
Not provided

Salary:

Not provided

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Job Description:

We are currently collaborating with a leading non-profit organization, deeply committed to its community, to find its next Executive Assistant. In this role, you will act as the Executive Director's right-hand person. Your mission will be to support the day-to-day management of activities with a constant focus on operational efficiency and sound resource management. More than just an administrative position, you will make a tangible contribution to the organization's social mission by ensuring smooth and professional internal and external communications. Furthermore, you will hold a position of trust by playing a central role in strategic coordination and communication with the Board of Directors.

Job Responsibility:

Manage schedules, organize meetings, book appointments, and arrange travel
Prepare the necessary documents and reports for executive meetings
Draft internal and external correspondence and communications
Organize Board meetings in coordination with management (preparing agendas, sending meeting invitations, booking venues, etc.)
Draft and distribute minutes of Board meetings and ensure follow-up on decisions made
Prepare and provide the Board with the necessary documents for decision-making (financial reports, ongoing projects, action plans)
Liaise between management and the Board, facilitating the smooth flow of strategic and administrative information
Assist in the preparation of annual reports for the Board, providing data on projects, results, and finances
Supervise daily administrative tasks (managing calls, processing mail, filing)
Order small office supplies and ensure stock levels are up to date
Greet visitors (donors, delivery personnel, clients, etc.) and respond to their requests by communicating with the relevant team members
Act as a liaison between management and the various departments to facilitate communication
Respond to administrative support requests from different departments
Participate in the implementation of the company's strategy by ensuring effective team coordination
Draft internal documents, presentations, and other communication materials for management
Manage relationships with external partners, ensuring the company is represented effectively
Perform any other related tasks connected with the duties of the position, as required by the organization

Requirements:

College diploma in office administration or equivalent
Two (2) or more years of experience in administrative support
Experience in bilingual (French and English) writing of documents and communications
Excellent knowledge of Microsoft Office software (Word, Excel, PowerPoint, Outlook, etc.), basic knowledge of Office 365, and good skills in using various computer tools (e.g., databases)
Bilingualism
Ability to manage multiple tasks simultaneously, organize schedules, and meet deadlines
Excellent oral and written communication skills, both internally and externally
Works well in a team and collaborates easily and effectively toward a common goal
Demonstrates empathy and a genuine interest in the organization's mission
Demonstrates rigor, attention to detail, and a commitment to quality in completing tasks
Confidentiality
respects the confidentiality of data and information and handles it with discretion

What we offer:

Temporary full-time position (40 hours/week)
Possibility of working 3 days a week depending on experience (salary calculated pro rata to hours worked)
Teleworking: In accordance with the organization's policy, one day of teleworking is permitted and may be modified at the discretion of the direct supervisor according to operational needs

Additional Information:

Job Posted:
May 11, 2026

Expiration:
July 05, 2026

Employment Type:

Fulltime

Work Type:

On-site work

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