Executive Assistant

The Nature Conservancy of Canada•Montreal, QC

14d•Onsite

About The Position

The Nature Conservancy of Canada (NCC) is seeking an Executive Assistant to support the Quebec Regional Vice-president, the middle managers team, and the Regional Board of Directors. This role is primarily operational and administrative, focusing on ensuring the smooth running of the Montreal office and providing comprehensive support to key personnel. NCC is dedicated to protecting Canada's most important natural areas and the species they sustain, with a commitment to Reconciliation and meaningful engagement with Indigenous Peoples. The organization values diversity, equity, and inclusion in its workplace and conservation efforts.

Requirements

Proficiency in Microsoft Office products and ability to learn new software.
Excellent written and verbal communication skills, bilingualism essential, impeccable writing skills in French.
Ability to maintain good working relationships with CNC staff at regional and national levels, as well as with external clients.
Proactivity - able to anticipate and plan for future needs.
Organizational skills.
Ability to work independently and as part of a team.
Technical studies in administration or law.

Responsibilities

Manage calendars, appointments, travel arrangements, financial reconciliations and reimbursements for immediate supervisor.
Manage the region's IT, furniture and office equipment needs as required.
Manage records for the Administrative Department page on the region's intranet and maintain an up-to-date list of employees.
Organize and plan meetings/events/travel with minimal instruction.
Revise, format and write standard outgoing letters.
Coordinate meetings and send documentation for presentation to Boards of Directors.
Responsible for keeping records of all Board activities and drafting minutes of all Regional Advisory Board meetings.
Receive and process mail and postal items.
Be the first point of contact for visitors or callers to the office.
Ensure the efficiency and good order of the office and act as liaison with the office building management company.
Maintain inventory of equipment and materials and communicate with service providers.
Liaise with head office on new employee induction and information technology.
Prepare new employee on-boarding and assist in the integration of new employees in the region.