Bilingual Executive Assistant (FR/EN)

Under the supervision of the General Manager and the Executive Director of Human Capital and IT, the Executive Assistant is responsible for ensuring efficient and timely execution of administrative tasks. You will assist with organizing, planning, and tracking various files while handling complex and confidential administrative tasks. Flexibility, emergency response capabilities, and the ability to work under pressure are key.

• Serve as a point of contact between directors, employees, clients, and external partners to alleviate the workload of supervisors.

• Manage the flow of information quickly and accurately.

• Supervise the performance of other office staff.

• Manage executive calendars and organize meetings and travel arrangements.

• Oversee compliance with office rules and manage office supply inventories.

• Write and distribute internal and external communications (memos, emails, reports, etc.).

• Screen communications and transfer phone calls.

• Plan meetings, prepare agendas, take notes, and coordinate logistics.

• Coordinate and maintain employee records and databases.

• Support the HR department with administrative tasks and HR processes.

• Create reports for decision-making and prepare documentation for committees.

• Manage donations and sponsorships on behalf of the Fromagerie.

• File and manage administrative documents.

• Maintain meeting minutes and official records.

• Translate documents between French and English.

• Represent supervisors in discussions with internal and external stakeholders.

• Participate in other related tasks and projects as needed.

• Bachelor’s degree or equivalent professional experience (minimum 10 years as an Executive Assistant).

• College diploma in Administration or Secretarial studies, or equivalent experience.

• Excellent command of both French and English, spoken and written.

• Strong communication skills for document preparation and reporting.

• Discretion and confidentiality in handling sensitive information.

• Proficiency in Windows and Microsoft Office.

• Strong organizational skills, attention to detail, and ability to manage priorities.

• Flexibility and availability in work schedules.

• Excellent interpersonal skills and team spirit.

• Initiative, autonomy, versatility, and openness to change.