Job Description

Executive Assistant to the Director - Hybrid 6-month contract - Up to $85K + Benefits
, Quebec
Reference : DIP122638
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Posted 1 day(s) ago | Still Open
Contract / Freelance 35 h - Full time 85,000.00$ Yearly As soon as possible Partially remote
Description
Position: Executive Assistant to the Director
Location: Montreal / Hybrid (Partially Remote)
Salary: Up to $85,000 (based on experience) + Benefits
Job Type: 6-month contract (with the possibility of extension)
Schedule: 35 hours per week
We are seeking a highly organized and professional Executive Assistant to support the Director and Board activities within a national organization dedicated to meaningful impact and leadership. This is a great opportunity for an experienced EA who thrives in a fast-paced, mission-driven environment and has solid experience supporting governance, managing board documentation, and coordinating complex projects.
Responsibilities in this role:
- Provide executive-level support to the Director and National President
- Organize and coordinate meetings for the Board of Directors and its committees (Executive, Governance, Nominating, Finance & Audit, Investment, President's Forum)
- Act as recording secretary during meetings and follow up with synthesized minutes using Copilot and meeting notes
- Oversee all logistics for the Annual General Meeting and Leadership Conference
- Maintain governance policy library and tracking of policy development cycles
- Support strategic planning by tracking deliverables and KPIs
- Coordinate the Board nomination and election process in line with By-Laws
- Maintain all corporate records (Letters Patent, By-Laws, policies, minutes, etc.)
- Ensure timely annual filings with Corporations Canada and Registraire des entreprises du Quebec
Required skills & experience:
- Minimum of 3+ years of experience in a similar executive support role
- Strong experience working with Boards of Directors and familiarity with governance procedures
- Skilled in minute-taking and synthesizing meeting outcomes
- Experience managing corporate documentation and regulatory filings
- Advanced proficiency in Microsoft Office; comfortable with meeting platforms like Teams, Zoom, and using technologies like Owl or CoPilot
- Exceptional organizational and project management skills
- Able to manage multiple priorities and deadlines with professionalism and discretion
- Flexibility to work occasional evenings or weekends and travel within Canada (4-6 times per year)
If you're an experienced Executive Assistant ready to take on a critical role in supporting senior leadership and governance, apply now to be considered for this impactful opportunity. Please send your CV to alessandra.dipeco@quantum.ca.
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