Bilingual Executive Assistant - French​/English - C-Suite

Are you a seasoned administrative professional looking to elevate your career?

We are currently seeking a high-caliber, Bilingual Executive Assistant to serve as a trusted partner to the Managing Director and C-suite executives of a prestigious philanthropic organization in Toronto. This is not just a support role; it is a strategic partnership designed for an experienced professional who operates with autonomy, discretion, and precision. In this pivotal position, you will act as an extension of the executive office, enabling leadership effectiveness through proactive planning and high-level judgment.

You will manage complex executive workflows and prepare leaders for high-stakes internal and external engagements. You will be the architect of the executive's day, ensuring seamless coordination across executive leadership, the Board, advisory bodies, and external stakeholders.

This role offers a unique hybrid work environment where your ability to anticipate needs and facilitate decision-making will be highly valued. You will be empowered to make decisions on behalf of executives within defined parameters, ensuring the organization's vision is executed flawlessly.

If you thrive in a fast-paced environment and possess the tact and nuance to support multiple high-level executives, this is the opportunity for you. Join a team where your organizational skills directly contribute to meaningful impact. Apply today!

Advantages

• Competitive annual salary ranging from $110,000 to $125,000, commensurate with experience

• Comprehensive benefits package covering 100% of premiums for the employee and dependents, effective from day one

• Hybrid work model offering a balance between in-office collaboration (Midtown Toronto) and remote work

• Accessible location in Toronto, close to St. Clair subway station

• Transportation allowance of $156/month which can be applied to parking or public transit (Presto)

• 15 days of paid vacation to ensure work-life balance

• Laptop and necessary technology provided to support your success

• Opportunity to join a values-driven organization focused on integrity, excellence, and making a difference

• A supportive environment that values professional growth and excellence

Responsibilities

• Provide executive-level support to the Managing Director and other executives, operating as a trusted partner and extension of the executive office

• Manage highly complex calendars across MD-level leadership, applying judgment to prioritize requests, sequence meetings, and resolve conflicts efficiently

• Act as a gatekeeper for executive time, independently triaging requests and, over time, making scheduling and prioritization decisions on behalf of executives

• Coordinate comprehensive travel arrangements and manage travel expense reporting with precision

• Prepare executives for meetings and engagements by coordinating agendas, briefing materials, background context, and necessary follow-ups

• Track executive commitments, decisions, and action items, ensuring timely follow-through and alignment with organizational priorities

• Coordinate high-level meetings involving executive leadership, Board members, advisory council members, and external stakeholders

• Prepare, review, and edit executive-level correspondence, briefing notes, presentations, reports, and meeting materials in both French and English

• Serve as a primary point of contact for executive leadership, Board members, advisory councils, and external partners, representing the executive office with diplomacy

• Support relationship stewardship by maintaining contact databases, tracking engagements, and ensuring appropriate follow-up

• Maintain meticulously organized records, documentation, and filing systems to support executive continuity and decision-making

Qualifications
Skills

• Exceptional attention to detail, with a proven ability to anticipate needs, identify risks, and prevent issues before they arise

• Strong judgment and discretion, with experience handling sensitive, confidential, and high-stakes Business Administration matters

• Highly developed organizational and prioritization skills suitable for a fast-paced, executive environment

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