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.

PLEASE NOTE: Candidates must possess a valid security clearance or be eligible to obtain one.

Roles and Responsibilities

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

Qualifications and Skills

• Minimum of 5- 7 years of progressive experience in executive-level administrative support
• Previous experience in a museum, cultural institution, or government environment considered a strong asset
• Familiarity with federal Crown corporations is an asset
• Proven track record in preparing professional presentations, reports, and official communications
• Strong computer proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Adobe Pro
• Comfortable navigating complex administrative processes and meeting tight deadlines
• Bilingual (English and French) with excellent written and verbal communication skills in both languages
• Outstanding organizational skills and attention to detail
• Ability to work independently, prioritize tasks effectively, and thrive under pressure in a fast-paced environment

Education

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

Nice-to-Haves

• Experience working in a highly complex environment (government, crown corporations etc.) 

Benefits

• 3 weeks' vacation 
• Comprehensive benefits plan (health, dental, vision)
• Pension