The Executive Assistant and Montreal Office Manager plays a key role in supporting the Executive Office located in Montreal. This includes meeting preparation and coordination, travel and event planning, managing multiple projects and priorities simultaneously, and maintaining communication with both international and domestic stakeholders. The Executive Assistant also oversees various administrative duties and is responsible for the overall management of the Montreal office, including supervising one direct report.
LOCATION
This position will be located in the COC office in Montreal, QC, at 500 René-Lévesque Boulevard West. We offer a hybrid work model that allows for up to two days of remote work each week.
CORE RESPONSIBILITIES AND PRIORITIES
Executive Office Support
The Executive Assistant will provide comprehensive administrative support to various members of the Senior Leadership Team (SLT), including the Chief Sport Officer and Chief People and Culture Officer. Key responsibilities include:
- Managing and maintaining the calendars of the assigned Senior Leaders, taking a proactive and forward-thinking approach to schedule management.
- Anticipating potential scheduling conflicts, utilizing initiative to identify solutions, and communicating any changes promptly.
- Assisting with email management, including drafting and sending responses on behalf of Senior Leaders, when appropriate.
- Building strong, collaborative relationships with internal and external stakeholders across the organization.
- Coordinating travel arrangements, including managing itineraries, checking in for flights, organizing ground transportation, and preparing expense reports.
- Preparing for key meetings by assembling materials, preparing presentations, taking meeting minutes, and following up on action items.
- Liaising with Board Committees and assisting with the preparation of relevant documentation.
- Leading various projects and initiatives as assigned by Senior Leaders.
- Assisting with the planning and organization of events, including off-sites, Board meetings, and staff events
Office Management
Work collaboratively with the Manager, Facilities based in Toronto to ensure the proposer management of the Montreal office, more specifically :
- Oversee the development and implementation of common operating procedures and best practices for all offices and administrative staff
- Manage the Montreal office budgets
- Liaise with landlord for the Montreal office, as appropriate
- Responsible for vendor selection / procurement practices using common vendors and practices where appropriate
- Working with People and Culture, maintain up-to-date seating plans and help to coordinate changes to maximize efficiencies and use of space
- Oversee the order of capital furniture and equipment assets for the office within budget as required
- Supervise the reception and administrative functions in the Montreal office
- Ensure new staff members are trained in office procedures and practices and in the use of office equipment
- Support any office-related special projects, as required
Chef de Mission Lead
- Selection process
- Lead and initiate all steps of the Chef de Mission Selection process for the Olympic Games, Pan Am Games and Youth Olympic Games
- Pre-Games and Post-Games
- Manage the Chefs’ calendars and scheduling, including interview requests, media tour, request for events/team announcements, travel and expenses
- Track the Chef de Mission’s budget
- In collaboration with the communication team, act as the main contact for the Chefs to ensure that all correspondence and requests are dealt with promptly or directed to the most appropriate individual
- At-Games
- Prioritize the Chef’s attendance at events and manage the Chef’s calendar accordingly (Sport competitions events, ceremonies/pep rally, athletes’ arrivals, opening/closing press conference, daily meetings, interview requests, Medal celebrations, emcee for Sport Celebrations and transportation)
QUALIFICATIONS AND CRITICAL SKILLS
Education and Experience
- University degree or college diploma (in a field related to office administration an asset)
- 3-5 years of previous experience in a similar role
Skills and Abilities
- Strong verbal and written communication skills. Fully bilingual in French and English. Other languages an asset
- High level of personal integrity and professionalism
- Impeccable attention to detail and accuracy
- Proven organization and time management skills and the ability to respond to varied and often tight deadlines and effectively balance competing stakeholders and agendas
- Excellent interpersonal skills, with the ability to deal with colleagues, partners and stakeholders at all levels
- Proven managerial experience
- Result-oriented with a sense of urgency; work with other staff and stakeholders, as required, to exude a “can do” attitude
- Adaptable and flexible; eager to learn and share opinions
- Effective team player, but also comfortable working independently
- Proficient with computer software applications in a Windows environment (advanced PowerPoint skills an asset)
- Demonstrates and embodies the COC values of Accountability, Excellence, Fun, Respect and Bravery
COMPENSATION
Competitive salary based on experience, excellent benefits package.
CONTACT
Please submit your cover letter and resume by April 8, 2025.
The COC is committed to ensuring our recruitment and selection processes and work environment are inclusive and barrier-free. At the COC, we celebrate and welcome the diversity of all employees and believe that having a team of individuals with different backgrounds, views, experience and capability working together makes us stronger and better as an organization.
Accommodation is also available upon request for individuals taking part in all stages of our recruitment and selection processes. Please advise the recruiter to ensure your accessibility needs due to a disability are accommodated. Information received relating to accommodation will be addressed confidentially.