Altis Recruitment is seeking a highly organized and experienced 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 

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 

We’re an equal opportunity employer committed to increasing diversity and inclusion in today’s workforce. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status. Minorities, women, LGBTQ candidates, and individuals with disabilities are encouraged to apply. If you require an accommodation, please review our accessibility policy and reach out to our accessibility officer with any questions.