Bilingual Executive Assistant

Altis Recruitment; Ottawa; On-site; CAD 70,000 - 85,000; Full time

Job summary

An established industry player is seeking a highly organized Bilingual Executive Assistant to support a Crown corporation's Director. This pivotal role involves managing high-level scheduling, internal communications, and coordinating various committees. The ideal candidate will have over 7 years of executive-level support experience, showcasing exceptional organizational skills and discretion. This position offers a dynamic and purpose-driven environment where your contributions will significantly impact strategic initiatives. If you thrive in fast-paced settings and are passionate about community engagement and collaborative leadership, this opportunity is perfect for you.

Qualifications

• 7+ years of experience in executive-level administrative support.
• Strong proficiency in Microsoft Office and Adobe Pro.

Responsibilities

• Manage the administrative operations of the Director’s office.
• Prepare and manage high-level correspondence and reports.
• Coordinate travel itineraries and meeting logistics.

Skills

Bilingual (English and French)

Organizational skills

Attention to detail

Communication skills

Ability to prioritize tasks

Interpersonal skills

Discretion

Proactive mindset

Education

Diploma in secretarial or business administration

Tools

Microsoft Office Suite

Adobe Pro

Job description

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This range is provided by Altis Recruitment. Your actual pay will be based on your skills and experience — talk with your recruiter to learn more.

Base pay range

CA$70,000.00/yr - CA$85,000.00/yr

Senior Recruitment Partner - Healthcare & Pharmaceuticals

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

1. Manage and coordinate the administrative operations of the Director’s office, ensuring efficiency and responsiveness
2. Organize and support various committees, including meeting logistics and documentation
3. Prepare, review, and manage high-level correspondence, reports, proposals, and briefing materials
4. Draft and format documents for board meetings and the organization’s annual report
5. Plan and coordinate complex travel itineraries, schedules, and meetings
6. Maintain organized and up-to-date filing and records systems
7. Provide support for budget tracking, reconciliation, and financial documentation
8. Create engaging and polished presentations using Microsoft Office tools
9. Serve as the point of contact for internal and external stakeholders on behalf of the Director
10. Record meeting minutes and ensure appropriate follow-up on action items

Qualifications & Requirements

Experience:

1. Minimum of 7 years of progressive experience in executive-level administrative support
2. Previous experience in a museum, cultural institution, or government environment considered a strong asset
3. Familiarity with federal Crown corporations is an asset
4. Proven track record in preparing professional presentations, reports, and official communications
5. Strong computer proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Adobe Pro

Skills & Abilities:

1. Bilingual (English and French) with excellent written and verbal communication skills in both languages
2. Outstanding organizational skills and attention to detail
3. Ability to work independently, prioritize tasks effectively, and thrive under pressure in a fast-paced environment
4. Sound judgment, discretion, and ability to handle sensitive information with confidentiality
5. Strong interpersonal skills and ability to build collaborative working relationships
6. Proactive, resourceful, and results-driven mindset
7. Comfortable navigating complex administrative processes and meeting tight deadlines

Education:

1. Diploma in secretarial, business administration, or a related field or an equivalent combination of education, training, and experience

Seniority level

Associate

Employment type

Full-time

Job function

Administrative

Industries

Government Relations Services