Bilingual Executive Assistant and Board Secretary

We are seeking an experienced Bilingual Executive Assistant to provide high-level operational support to executive leadership and oversight bodies. In this role, you will manage day-to-day administrative functions, coordinate corporate meetings, draft correspondence, and facilitate communication among key internal and external stakeholders.

Advantages
• Competitive annual salary between $100,000 and $125,000, commensurate with executive support experience.
• Comprehensive health, dental, vision, and wellness benefits coverage active from Day 1 of employment.
• Generous retirement savings plan (RRSP) contribution.
• 4 weeks of paid annual vacation to support work-life balance and personal well-being.
• Professional development support and continuous learning opportunities within a values-driven, established institution.

Responsibilities
• Serve as a primary trusted advisor, managing strategic calendars, appointments, briefing files, and operational priorities.
• Supporting two Boards and their respective committees, acting as an objective guide on bylaws, procedural rules, and governance best practices.
• Coordinate the full lifecycle of board and committee meetings, including assembling comprehensive, error-free meeting packages, agendas, presentations, and background dossiers.
• Attend all formal board and committee proceedings, taking thorough notes and producing precise, authoritative minutes and action-item tracking registers.
• Manage annual board calendars, tracking member composition, terms of office, eligibility guidelines, and formal appointment/succession planning schedules.
• Coordinate onboarding, continuous education, and orientation programs for newly appointed directors and trustees.
• Oversee executive communications, drafting sensitive correspondence, screening inquiries, and serving as a diplomatic liaison to internal leadership and external stakeholders.
• Supervise executive office budgets, expense reports, credit card reconciliations, vendor invoices, and financial approval processes in collaboration with the finance department.
• Plan, orchestrate, and oversee executive retreats, board dinners, governance sessions, and high-visibility community and institutional events.
• Maintain and archive official corporate records, bylaw amendments, resolutions, and governance registers in accordance with legal compliance and institutional protocols.
• Utilize modern office suites, collaborative cloud tools, and emerging AI tools to enhance office workflows, data organization, and executive productivity.

Skills
• Advanced executive-level calendar management, itinerary planning, and multi-priority workflow coordination.
• In-depth understanding of corporate governance frameworks, board secretariat protocols, bylaw interpretation, and formal meeting procedures.
• Superior note-taking, minute-taking, and documentation skills with an uncompromising eye for detail, quality control, and confidentiality.
• Outstanding interpersonal diplomacy, emotional intelligence, and ability to "read the room" when interacting with diverse, high-profile board personalities and executive teams.
• Strong written and verbal communication abilities in both English and French, with proven skill in bilingual proofreading and document preparation.
• High proficiency in Google Workspace and Microsoft Office applications, with an aptitude for integrating AI and modern digital productivity platforms.
• Exceptional discretion, sound judgment, and integrity when managing confidential personnel, legal, and institutional matters.

Qualifications
• Minimum of 5 to 7+ years of progressive experience as an Executive Assistant or Governance Coordinator supporting C-suite executives, senior leadership, or Boards of Directors.
• Demonstrated track record in board administration, minute-taking, governance recordkeeping, and managing committee relations.
• Flawless bilingualism in English and French (written and spoken) suitable for executive reporting and board communications.
• Post-secondary education in business administration, governance, communications, legal studies considered an asset.
• Availability to work on-site 5 days per week, with flexibility to occasionally support scheduled evening meetings or events.

Summary
If you meet all or most of the above-listed criteria, register for a Randstad account online if you have not yet registered, and please apply directly online. We appreciate all applicants and those interested in this opportunity, however only those with relevant experience will be considered.

Randstad Canada is committed to fostering a workforce reflective of all peoples of Canada. As a result, we are committed to developing and implementing strategies to increase the equity, diversity and inclusion within the workplace by examining our internal policies, practices, and systems throughout the entire lifecycle of our workforce, including its recruitment, retention and advancement for all employees. In addition to our deep commitment to respecting human rights, we are dedicated to positive actions to affect change to ensure everyone has full participation in the workforce free from any barriers, systemic or otherwise, especially equity-seeking groups who are usually underrepresented in Canada's workforce, including those who identify as women or non-binary/gender non-conforming; Indigenous or Aboriginal Peoples; persons with disabilities (visible or invisible) and; members of visible minorities, racialized groups and the LGBTQ2+ community.

Randstad Canada is committed to creating and maintaining an inclusive and accessible workplace for all its candidates and employees by supporting their accessibility and accommodation needs throughout the employment lifecycle. We ask that all job applications please identify any accommodation requirements by sending an email to [email protected] to ensure their ability to fully participate in the interview process.

This posting is for existing and upcoming vacancies.