Executive Assistant

Dialogue; Montreal; On-site; CAD 65,000 - 90,000; Full time

Benefits offered by this job

Fully funded insurance

Health spending account

Dental coverage

4 weeks vacation + wellness days

Job summary

Dialogue is seeking an exceptionally organized Executive Assistant for a 12-month maternity leave replacement to support our C-Suite in Montreal. The role requires presence in our Montreal office four days a week and offers an opportunity to shape the efficiency and culture of the executive team.

You will manage calendars, coordinate travel, prepare materials, and help streamline admin processes. Strong English and French communication, discretion, and a proactive service mindset are essential.

Qualifications

• 3+ years of direct executive support experience, ideally supporting senior leaders in a fast-moving environment.
• Outstanding verbal and written communication skills in English and French.
• High EQ, empathy, generosity, and a genuine enjoyment of helping others succeed.
• Ability to anticipate needs and take initiative with minimal direction.
• Strong organizational skills, attention to detail, and ability to juggle multiple priorities.

Responsibilities

• Manage complex calendars and schedules for two C-Suite executives, including meeting coordination, room bookings, video conference logistics, and travel arrangements.
• Monitor inboxes and email communications, drafting and responding on behalf of executives when appropriate.
• Prepare briefing materials, internal communications, decks, and documentation as needed.
• Support with expense reports, contact management, procurement, and contract routing.
• Coordinate executive involvement in internal meetings, company-wide initiatives, and external engagements.
• Greet employees and guests, ensuring a polished in-office experience.

Skills

Calendar management

Executive support

Communication

Discretion & confidentiality

Tools

Zoom Rooms

Office tools

Job description

Dialogue is the #1 virtual care provider in Canada. By developing our Integrated Health Platform, we provide exceptional online health and wellness programs (primary care, mental health, iCBT, EAP, and wellness) to organizations that want to improve the wellness of their employees and families.

When it comes to our work, we set the bar high. Together, we’re transforming health and helping millions improve their well-being. We’re firm believers that great people don’t settle on:

• Impact
• Community
• Growth

Feel like you can make a difference? Good news, we saved you a seat!

Come as you are. As a proud equal-opportunity employer, Dialogue is dedicated to creating a diverse and inclusive workplace for everyone. Qualified applicants will be considered regardless of citizenship, ethnicity, race, colour, religion, gender, gender identity or expression, sexual orientation, disability, age, or veteran status. Applicants who require specialized accommodation are encouraged to contact [e-mail] .

AI Disclosure Statement

To ensure an efficient and fair review process, we utilize artificial intelligence tools to assist in the initial screening and assessment of applicants for this role.

Dialogue only contacts candidates through official @dialogue.co email addresses. We never request payment, gift cards, or personal financial information at any stage of hiring, and we never extend an offer without a structured interview process. All open roles are listed exclusively at dialogue.co/en/careers. If you receive a suspicious communication claiming to be from Dialogue, do not respond — report it to [e-mail] and verify the role on our official careers page.

Your role asExecutive Assistant

We are looking for an exceptionally organized, proactive, and service-oriented Executive Assistant for a 12month maternity leave replacement to support Dialogue’s C-Suite executives. You will play a critical role in enabling our executives to perform at their best, while creating a warm, seamless, and collaborative in-office experience for employees and guests. This role requires presence in our Montreal office 4 days a week to support both executive needs and office operations.

What you'll be doing

Executive Support

• Manage complex calendars and schedules for two C-Suite executives, including meeting coordination, room bookings, video conference logistics, and travel arrangements
• Monitor inboxes and email communications, drafting and responding on behalf of executives when appropriate
• Prepare briefing materials, internal communications, decks, and documentation as needed
• Support with expense reports, contact management, procurement, and contract routing
• Coordinate executive involvement in internal meetings, company-wide initiatives, and external engagements
• Exercise sound judgment, discretion, and confidentiality at all times
• Offer occasional personal assistance when required
• Proactively identify opportunities to streamline administrative processes and tools

Montreal Office Support

• Coordinate internal events, meetings, and in-office activities that contribute to a vibrant team culture
• Provide basic technical support for office tools, Zoom Rooms, conference equipment, and visitor systems
• Greet employees and guests, ensuring a polished and professional in-office experience

We'd love to hear from you if you have

• 3+ years of direct executive support experience, ideally supporting senior leaders in a fast-moving environment
• Outstanding verbal and written communication skills in English and French
• High EQ, empathy, generosity, and a genuine enjoyment of helping others succeed
• Ability to anticipate needs and take initiative with minimal direction
• Strong organizational skills, attention to detail, and ability to juggle multiple priorities
• Proven professionalism, discretion, and confidence handling sensitive and confidential information
• A positive, service-oriented, and collaborative attitude
• Availability to work on-site 4 days/week to support both executives and the office

At Dialogue, your well-being is our priority

Taking care of others also means taking care of our team! Depending on your role and employment status , you could have access to the following benefits:

• Access to the Dialogue app and virtual mental health support for you and your family
• Fully funded insurance, a health spending account, dental coverage, and fitness reimbursement
• 4 weeks vacation, 9 wellness days, and 1 volunteer day
• Work abroad up to 4 weeks/year
• Incentive plans, referral bonuses & RRSP matching
• Learning via Coursera, external training budget & mentorship
• Optional parental leave top-up