Executive Administrative Assistant

Telefilm Canada; Montreal (administrative region); On-site; CAD 70,000 - 90,000; Full time

Job summary

Telefilm Canada seeks an experienced Administrative Coordinator to support the Chief Program Officer. You will organize travel, manage calendars, draft and format documents, and liaise with senior leaders and stakeholders to ensure smooth operations.

The role requires a college diploma, a minimum of ten years in a similar role, and bilingual proficiency. You will ensure linguistic quality in English and French and handle confidential information with discretion.

Qualifications

• Bilingual, excellent written and oral communication required.
• College diploma in a related field or equivalent experience.

Responsibilities

• Coordinate the Chief Program Officer’s schedule and travel, ensuring confidentiality and efficiency.
• Respond to and assist with prioritization, coordination, and delegation of tasks including meetings, calls and emails; archive information.
• Prepare and timely submit documents such as reports, presentations, agendas, minutes, and notes; draft and format as needed.
• Ensure linguistic quality and correct spelling in documents in both official languages.

Skills

Bilingual communication

Education

College diploma

Job description

YOUR ROLE

Reporting to the Chief Program Officer, the incumbent plays a central role in coordinating the department’s activities. As a proactive partner and primary point of contact, she works closely with senior leaders, vice presidents, team members, and internal and external stakeholders. This person ensures the smooth flow of information and facilitates the coordination of needs, procedures, initiatives, changes, emergencies, and priorities across the organization. The main responsibilities are as follows:

• Organize the Chief Program Officer’ business travel efficiently and safely, in accordance with the organization’s policies.
• Respond to and assist with prioritization, coordination, and delegation of tasks related to virtual meetings, phone calls, and email management, including the archiving of information;
• Manage the Chief Program Officer’ daily schedule confidentially to ensure effective time management and prioritization so that commitments are met;
• Coordinate the preparation and timely submission of various documents, including reports of all kinds-such as financial reports, presentations, agendas, minutes, and meeting notes; draft these documents or assist in their drafting, update them as needed, format them, and follow up on any required;
• Ensure the linguistic quality, grammatical accuracy, and correct spelling of documents to be submitted and make corrections as needed in both official languages.

SKILLS AND REQUIREMENTS

• College diploma in a related field or any other related discipline or combination of equivalent and relevant experience.
• Minimum of ten (10) years of experience in a similar role.
• Bilingual, excellent written and oral communication required, at CBC level.