Executive Assistant

Dialogue; Montreal (administrative region); On-site; CAD 60,000 - 90,000; Full time

Benefits offered by this job

Fully funded insurance

Health spending account

4 weeks vacation

9 wellness days

Volunteer day

RRSP matching

Job summary

Dialogue is seeking an exceptionally organized Executive Assistant to support its C‑Suite executives in Montreal. The role requires a strong, proactive approach and a service‑oriented mindset to enable leaders to perform at their best.

You will be based in our Montreal office four days a week, assisting with calendar management, travel, and preparing briefing materials while also supporting office operations and events.

Qualifications

• 3+ years of direct executive support experience, ideally for senior leaders in a fast-moving environment.
• Outstanding verbal and written communication skills in English and French.
• High EQ, empathy, generosity, and 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, and travel arrangements.
• Draft and respond to emails on behalf of executives when appropriate.
• Prepare briefing materials, internal communications, decks, and documentation.
• Support with expense reports, contact management, procurement, and contract routing.
• Coordinate executive involvement in internal meetings and external engagements.
• Provide basic in-office tech support and guest reception to ensure a polished experience.

Skills

Executive support

Bilingual English/French

Organizational skills

Discretion & confidentiality

Proactivity

Tools

Google Suite

Zoom Rooms

Video conferencing

Job description

Your role asExecutive Assistant

We are looking for an exceptionally organized, proactive, and service-oriented Executive Assistant 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
• Tech‑savviness: Google Suite, conferencing systems, Zoom Rooms, procurement, etc.
• 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