Bilingual Administrative Assistant, Executive and Content Team Support

[Le français suit] ADMINISTRATIVE ASSISTANT, EXECUTIVE AND CONTENT TEAM SUPPORT Expected Start Date: October 2026 Employment Type: Full-time Permanent Office Location: Montreal Hours of Work: 35 hours/week (flexible within core business hours) Are you a natural relationship builder with exceptional organizational skills? Do you enjoy supporting leaders, assisting projects, and creating the conditions that help teams do their best work? Interested in joining a passionate organization that supports Canada's audiovisual industry? THE GIG, IN A NUTSHELL The Administrative Assistant, Executive and Content Team Support role provides high-quality administrative assistance to the Executive Vice-President, Content Strategy and Industry Development, the Executive Vice-President, Communications, Strategies and Public Affairs and the broader Content team. The role coordinates meetings, travel, communications, documentation, program-launch activities, and departmental processes while supporting the efficient operations of the Montreal office premises. Through strong organization, attention to detail, and proactive follow-up, the position contributes to effective collaboration and the timely delivery of departmental priorities. WHAT YOU’LL DO Executive Support (EVPs) • Manage calendars, appointments and travel needs for the Executive Vice-President, Content Strategy and Industry Development and Executive Vice-President, Communications, Strategies and Public Affairs, both based in Montreal Montreal Office Support • Administer efficient operations of the Montreal office including but not limited to: • Coordinating office supplies, deliveries, service providers, and facilities requests • Serving as an on-site contact for employees, visitors, and building management • Supporting meeting-room readiness and office-based events • Liaising with Corporate Services regarding office needs • Escalating facilities, health and safety, or workplace issues to the appropriate internal contact Departmental Operations Support (Content Team) • Organize and facilitate regular Content team meetings and interdepartmental and external meetings (e.g. CMF annual consultations), including sending save the dates, calendar invitations, booking facilities and catering booking, arranging travel, preparing meeting agendas (if required), drafting and circulating meeting minutes ensuring that action items are documented and followed up on in a timely manner, and managing all technical aspects of virtual meetings on Teams and Zoom • Manage and keep up to date the Content team common files on SharePoint • Create and maintain centralized databases on different decisions • Support process management: monitor deadlines, action items and project milestones, using Monday.com platform • Coordinate translation process through via BridgeTerm • Second review of essential documentation such as program guidelines, press releases, financing agreements for spelling errors, redundancy, inconsistencies, in compliance with CMF terminology database (LogiTerm) • Provide final information to the CMF webmaster for (short program summary, program deadlines, guidelines in En and FR, other applicable documentation, links to the application portal), updating program deadline page • Collect and process invoices where needed and follow-up in collaboration with Finances. • Establish and maintain effective relationship and communication channels among Content team members, and with colleagues from other departments • Other duties, as necessary WHO YOU ARE Education • College diploma or other post-secondary education in office administration, business administration, communications, or a related field, or an equivalent combination of education and experience. Experience • Relevant experience in a bilingual administration / executive support role • Supporting multiple leaders or balancing requests from multiple sources • Working in a bilingual environment • Coordinating meetings, travel, documentation, and deadlines • Experience coordinating translation and bilingual document-production processes is an asset • Experience working in a hybrid environment is an asset Knowledge / Ability • Exceptionally strong French-language writing and proofreading skills are essential • Advanced proficiency in French and English, both spoken and written, is required • Advanced proficiency with Microsoft 365, including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint • Demonstrated ability to learn and use digital collaboration, project-management, document-management, and virtual-meeting tools • Ability to use AI tools (Copilot), project management tools (e.g. Monday.com, Zoom, BridgeTerm), translation tools (e.g. LogiTerm) and DocuSign are a strong asset. • Sound judgment and discretion • Ability to identify when an issue should be escalated • Excellent organizational and time management skills • Strong communication skills with strong attention to detail • Ability to anticipate needs and take initiative • Ability to manage competing priorities from multiple sources • Strong follow-through and accountability for deadlines • Professionalism and discretion when handling confidential information • Strong document-quality-control skills • Ability to build effective working relationships • Ability to work independently and collaboratively in teams • Adaptability in a changing environment • Service-oriented and solutions-focused approach This position demands a proactive individual with the ability to work with multiple tasks simultaneously in a demanding and fast-paced environment. Flexibility, strong work ethic and a sense of humour are highly valued. WHAT TO EXPECT • A combination of remote and in-person work (hybrid arrangement), subject to operational and team needs. The successful candidate may be required to attend in-person meetings, team events, or other activities from time to time as determined by business require