We are seeking a highly skilled Personal Assistant to the Executive Director with a minimum of 10 years of experience. Proficiency in English & French Language(s) is essential for this role.

The ideal candidate will provide high-level administrative support, manages schedules, and facilitates communication between the executive and various stakeholders. The role requires exceptional organizational skills, discretion, and the ability to manage multiple tasks efficiently.

Responsibilities

Calendar and Schedule Management:

• Plan, organize, and maintain the Executive Director's calendar, ensuring effective time management and prioritization.
• Coordinate appointments, meetings, and conference calls, avoiding scheduling conflicts.
• Arrange and oversee travel logistics, including flights, accommodations, and itineraries.

Communication and Correspondence:

• Serve as the primary point of contact for the Executive Director, screening and managing phone calls, emails, and other correspondence.
• Draft, edit, and distribute emails, letters, reports, and other communications on behalf of the Executive Director.
• Manage internal and external communications, ensuring timely follow-ups and responses.

Meeting Coordination and Documentation:

• Prepare agendas, take detailed minutes, and track action items for meetings led or attended by the Executive Director.
• Coordinate logistics for board meetings, leadership gatherings, and client engagements.
• Follow up on tasks and deadlines resulting from meetings.

Document Management and

• Prepare high-quality presentations, reports, and spreadsheets as required.
• Handle confidential documents and ensure secure filing and archiving of critical materials.
• Proofread and review documents to ensure accuracy and professionalism.

Research and Analysis:

• Conduct research on various topics to support decision-making and strategic initiatives.
• Compile data and prepare summaries for the Executive Director's review.

Project Coordinator:

• Assist in managing special projects, ensuring milestones and deliverables are achieved.
• Collaborate with different departments to gather necessary information and track project progress.

Administrative Support:

• Manage office supplies, files, and databases.
• Perform general administrative tasks to support daily operations.

Confidentiality and Discretion:

• Handle sensitive information with the highest level of confidentiality.
• Exercise sound judgment in managing confidential matters and maintain a high level of discretion.

Qualifications

• Bachelor’s degree in business administration, management, or a related field preferred.
• Previous experience as a personal assistant or in an administrative role supporting senior management.
• Minimum 10 years of experience.
• Excellent organizational and time-management skills.
• Strong written and verbal communication abilities.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Ability to work independently and prioritize tasks effectively.
• High level of professionalism and discretion.
• Ability to travel.