Bilingual Administrative Assistant

Role Summary:

The Administrative Assistant is responsible for supporting the daily operations of the organization. The role will involve a variety of tasks assigned by the CEO and members of the executive team. The Administrative Assistant will also be responsible for supporting French communications within the organization, including customer support and report editing. Daily task list will fluctuate but the overall goal is to ensure that day to day tasks, communications, and projects are well managed to support the organization in accomplishing the strategic operations.

Duties:

• Assist with calendar and email management, including scheduling meetings, appointments, and travel arrangements.
• Support coordination of events externally (ie. training and meetings) and internally (team meetings and team building events)
• Coordinate and prepare materials for meetings, conferences, and presentations.
• Act as the primary point of contact between the CEO and internal/external stakeholders, demonstrating professionalism and discretion at all times.
• Conduct research and compile data to support the CEO in making informed business decisions.
• Assist in the development and implementation of company policies and procedures, ensuring compliance with industry regulations and standards.
• Draft and edit correspondence, reports, presentations, and other documents on behalf of the CEO and executive team, maintaining a high level of accuracy and attention to detail.
• Coordinate and prioritize multiple projects simultaneously, ensuring timely completion and adherence to deadlines.
• Compiling agendas, ensuring all prework completed by participants at meetings, documentation of meetings and action items distributed to attendees.
• File and manage emails, documents and resources with high organizational skills.
• Provide administrative support to the executive team as needed, fostering a collaborative and efficient work environment. Assist with projects and tasks as assigned by the other members of the executive team.
• Editing French reports as required.
• Communicating with customers in French as required.
• Manage confidential information with the utmost discretion and integrity.
• Work collaboratively with the office team, customers, and subcontractors
• Other duties as assigned

Education & Experience:

• Bachelor's degree in business administration or a related field is preferred.
• Minimum of 3-5 years of experience in an executive assistant or administrative role, preferably in a healthcare or HR setting.
• Proven experience supporting executives with a track record of successful project management and administrative support.

Skills & Competencies:

• Strong organizational and time management skills, with the ability to multitask effectively.
• Excellent verbal and written communication skills, including the ability to communicate with diverse stakeholders.
• Proven problem-solving abilities and the capacity to make independent decisions when necessary.
• Exceptional attention to detail and accuracy in all tasks.
• Proficiency in using various software applications, including Microsoft Office Suite and project management tools.
• Ability to maintain a high level of professionalism and confidentiality in all interactions.
• Demonstrated ability to adapt to changing priorities and work effectively in a fast-paced environment.
• Strong interpersonal skills and the ability to work collaboratively with individuals at all levels of the organization.
• Self-starter with ability to take initiative and assist with alignment of CEO tasks with core organizational priorities

Communication:

• Professional communication, both verbally and in writing.
• Ability to communicate professionally with key business stakeholders internally and externally
• Bilingual (French); required

Measures:

• Timely and accurate management of the executives schedule and commitments.
• Successful coordination of meetings, conferences, and presentations.
• Efficient and effective communication with internal and external stakeholders.
• Adherence to company policies and procedures, ensuring compliance with industry regulations.
• Accuracy of completed reports.

Working Conditions:

• Up to 8 hours sitting and using office equipment / computers
• High level of human interaction; Gowan’s customers, clients, Occupational Therapist(s), and subcontractors
• Some lifting of materials and supplies