Administrative Assistant

Latitude Management inc.; Montreal (administrative region); Hybrid; CAD 42,000 - 56,000; Full time

Benefits offered by this job

Group insurance

Group RRSP

Employee assistance program

Telemedicine

Cell phone reimbursement

Summer Fridays program

On-site gym

Job summary

Latitude Management inc. is seeking an administrative assistant to support two senior executives in a dynamic, client-facing environment. The role emphasizes calendar management, travel logistics, and bilingual communications in French and English.

You will join a growing administrative team, contributing to efficient day-to-day operations, process improvements, and proactive problem-solving while maintaining discretion and a high level of professionalism.

Qualifications

• Fluency in French and English, both spoken and written.
• Strong organizational and prioritization abilities.
• Ability to manage multiple tasks with discretion and professionalism.

Responsibilities

• Serve as right-hand person; proactively manage priorities, emails, and follow-ups.
• Manage the schedule end-to-end; plan meetings and anticipate conflicts.
• Coordinate travel and logistics; draft bilingual emails and memos.

Skills

Team player

Bilingual French-English

Organizational skills

Independence & initiative

Attention to detail

Communication skills

Multi-project management

Discretion & professionalism

Job description

At Latitude, we believe that a healthy, respectful, and inclusive workplace is not a destination, but a commitment that is built day by day. For nearly eight years, our team of 65 professionals has been supporting organizations from all sectors in preventing and managing harassment, violence, and discrimination in the workplace.

Our work makes a tangible contribution to creating environments where people can work in an atmosphere of trust, respect, and safety. Every project is an opportunity to advance best practices, support organizations in complex situations, and, ultimately, contribute to more humane workplaces. By joining us, you will be part of a committed, collaborative, and deeply compassionate team, where expertise goes hand in hand with the impact we make on our clients and their teams!

THE ROLE

We are looking for an administrative assistant who will be paired with two professionals with complementary styles and needs: a Partner who is seeking a true right-hand person, capable of taking charge of her priorities and anticipating her needs, and a Senior Director who wants to be able to count on administrative support in managing her day-to-day responsibilities. This dual assignment offers a varied and stimulating role, where you will be able to put your organizational skills, independence, and initiative to good use, while building a relationship of trust with two colleagues.

WHY JOIN LATITUDE?

We believe it is possible to have a fulfilling career without compromising your work-life balance. Here is what sets the Latitude experience apart:

• A meaningful mission: Every day, you will contribute to the success of a growing organization that helps create more respectful, safe, and inclusive workplaces.
• A people-centered culture where your voice matters: You will be part of a welcoming team where mutual support, respect, and trust are part of everyday life. We encourage open dialogue, are receptive to new ideas, and continually seek to improve our practices. You will also have the opportunity to get involved in our various committees based on your interests (ESG, EIA, OHS, or social).
• A true work-life balance: hybrid work model (2 days in-office per week required), personal days, the firm is closed for four days during the holiday season, the option to finish at 1:00 PM every Friday (subject to making up the time), competitive vacation time, and the “Summer Fridays” program.
• Benefits designed for your well-being:group insurance, group RRSP, employee assistance program, telemedicine, cell phone reimbursement, competitive vacation time, access to an on-site gym, private sessions with a trainer, and reimbursement for a BIXI season pass.
• A distinctive work environment:bright, modern offices, an outdoor terrace, a location directly connected to the REM and the McGill metro station, and a dynamic team atmosphere enriched by social activities throughout the year.

RESPONSIBILITIES

• Serve as a true right-hand person: proactively manage priorities, emails, and follow-ups.
• Manage the schedule from start to finish: plan meetings, manage priorities, and anticipate upcoming conflicts or needs.
• Manage travel and logistics: organize trips, make reservations, and handle other logistical needs.
• Support communications: draft emails in French and English, as well as memos and other documents.
• Move projects forward: follow up with clients, colleagues, and other stakeholders.
• Play a key role with one of the firm’s major clients: coordinate requests, deadlines, deliverables, and follow-ups with various stakeholders.
• Coordinate certain business development events (sending invitations, internal and external follow-ups, support for preparing service proposals, etc.).
• Anticipate and streamline day-to-day operations: take ownership of responsibilities and propose ideas for managing daily tasks.

Second Pairing - Senior Director

• Serve as a day-to-day partner: provide administrative support in managing activities and priorities.
• Monitor and track the progress of projects: coordinate actions, follow up with clients, colleagues, and other stakeholders, and ensure deadlines are met.
• Coordinate meetings and deadlines: manage the schedule, prepare required documentation, and follow up as needed.
• Support communications: draft and review emails, letters, documents, and presentations in French and English.
• Contribute to client relations and business development: coordinate follow-ups, business development activities, and the preparation and follow-up of service proposals.
• Ensure effective information management: organize and keep files, documents, and tracking tools up to date.
• Provide flexible and proactive support: anticipate needs and handle various requests to allow the Senior Director to focus on her legal and business development activities;
• Suggest ideas for tools or best practices to help us continue improving the way we work and collaborate.

COMPETENCIES

• Team player
• Fluency in French and English, both spoken and written
• Excellent organizational skills and the ability to adapt to changing priorities
• Independence, initiative, and proactivity
• Rigor, sound judgment, and attention to detail
• Communication and writing skills
• Ability to manage multiple projects simultaneously and meet deadlines
• Discretion and professionalism

OUR COMMITMENT TO EQUITY, DIVERSITY, INCLUSION, AND ACCESSIBILITY

We are committed to promoting equity, diversity, inclusion, and accessibility within our team. We believe that a wealth of perspectives, experiences, and backgrounds helps create a more collaborative and high-performing workplace. We strive to provide a welcoming, respectful, and accessible environment where everyone enjoys equal opportunities and can reach their full potential. We encourage applications from people of all backgrounds and, when necessary, provide reasonable accommodations throughout the recruitment process to ensure an inclusive and accessible experience for everyone.

A POSITION AWAITS YOU AT LATITUDE!

This position will put you right in the thick of things, working alongside two colleagues with complementary skill sets, in a role where autonomy, organization, and initiative are highly valued. You’ll have the opportunity to become a true point of reference for your partner organizations, help advance their priorities, and make a tangible difference in their day-to-day operations.

Our administrative team is also in the process of being built, offering you a great opportunity to actively participate in its development. We’re looking for someone who thrives in a dynamic, fast-paced environment—someone who enjoys getting things done, sharing ideas, suggesting new approaches, and helping to establish best practices for the team. If you enjoy varied workdays, fast-paced environments, and roles where your contributions make a tangible difference, this is the role for you! We can’t wait to meet you!