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Administrative Assistant – Executive and Content Team Support, Bilingual (FR/EN)
Posted last week
About the role
- Administrative Assistant supporting executives and Content team operations at Canada’s audiovisual industry fund. Coordinating meetings, bilingual documentation, office services, translation, and program communications.
Responsibilities
- Provide high-quality administrative assistance to the Executive Vice-President, Content Strategy and Industry Development, the Executive Vice-President, Communications, Strategies and Public Affairs, and the broader Content team
- Manage executive calendars, appointments, and travel needs
- Administer efficient operations of the Montreal office
- Coordinate office supplies, deliveries, service providers, facilities requests, meeting-room readiness, and office-based events
- Serve as an on-site contact for employees, visitors, and building management
- Organize and facilitate Content team, interdepartmental, and external meetings
- Arrange travel, facilities, catering, agendas, meeting minutes, action-item follow-up, and technical aspects of Teams and Zoom meetings
- Manage and update Content team common files on SharePoint
- Create and maintain centralized decision databases
- Monitor deadlines, action items, and project milestones using Monday.com
- Coordinate translation processes through BridgeTerm
- Proofread essential documents for spelling errors, redundancy, and inconsistencies using the LogiTerm terminology database
- Provide final program information to the CMF webmaster and update the program deadline page
- Collect and process invoices and follow up with Finance
- Maintain effective relationships and communication channels across the Content team and other departments
- Perform other duties as necessary
Requirements
- College diploma or other post-secondary education in office administration, business administration, communications, or a related field, or an equivalent combination of education and experience
- Relevant experience in a bilingual administration / executive support role
- Experience supporting multiple leaders or balancing requests from multiple sources
- Experience working in a bilingual environment
- Experience coordinating meetings, travel, documentation, and deadlines
- Exceptionally strong French-language writing and proofreading skills
- Advanced proficiency in French and English, both spoken and written
- Advanced proficiency with Microsoft 365, including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint
- Demonstrated ability to learn and use digital collaboration, project-management, document-management, and virtual-meeting tools
- Sound judgment and discretion
- Ability to identify when an issue should be escalated
- Excellent organizational and time management skills
- Strong communication skills with strong attention to detail
- Ability to anticipate needs and take initiative
- Ability to manage competing priorities from multiple sources
- Strong follow-through and accountability for deadlines
- Professionalism and discretion when handling confidential information
- Strong document-quality-control skills
- Ability to build effective working relationships
- Ability to work independently and collaboratively in teams
- Adaptability in a changing environment
- Service-oriented and solutions-focused approach
- Experience coordinating translation and bilingual document-production processes is an asset
- Experience working in a hybrid environment is an asset
- Ability to use AI tools (Copilot), project management tools (e.g. Monday.com, Zoom, BridgeTerm), translation tools (e.g. LogiTerm) and DocuSign is a strong asset
Benefits
- Full-time permanent employment
- Flexible hours within core business hours
- Hybrid work arrangement combining remote and in-person work
- Occasional travel
- Team-centric, collaborative work environment
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