HIRING FOR THE EXECUTIVE ASSISTANT POSITION

About the Position:

The Executive Assistant will be responsible for performing a wide variety of administrative and operational tasks to support the Executive Director of Resilience Montreal, *mainly grant writing and reports for funders.

POSITION TITLE:

Executive Assistant

TYPE OF POSITION:

Full Time (1 year contract)

LOCATION:

4000 St-Catherine St W, Westmount, Montréal, QC, H3Z 1P1

SALARY:

$60,000 -$70,000 negotiable depending on experience

PROBATION:

Three (3) month probation period, after which an evaluation will be conducted.

APPLICATION:

Please send a letter of intent, your resume and two professional letters of reference to the attention of: executive.director@resiliencemontreal.com


DUTIES AND RESPONSIBILITIES

  • ***Assist the Executive Director in the preparation of funding applications and letters; write and submit clear grant proposals to secure funding from various sources; complete activity reports for various funders

  • Manage appointments, meetings and schedule for the Executive Director

  • Assist the Executive Director in managing workflow, ensuring that deadlines are met and work is completed correctly, including:

  • Assist the Executive Director in making a chart of deadlines of when reports are due;

  • Coordinate fundraising committee meetings throughout the year

  • Accompany the Executive Director to partner/business meetings and take minutes as needed, including; 

  • Attending meetings on behalf of the Executive Director when required, be able to provide a summary of the meeting;

  • Follow up on business arising from emails and phone calls on behalf of the Executive Director, as needed;

  • Responding to emails on behalf of the Executive Director as needed,

  • Respond to questions and requests for information as delegated by the Executive Director;

  • Generate staff memos, emails and reports as needed;

  • Schedule trainings and meetings as requested;

  • Assist the Executive Director in the strategic planning process;

  • Attend/assist in preparation for Board meetings and Annual General meeting (AGM)

  • Send out doodles and follow up emails for Board meetings;

  • Prepare for Board meetings (invite all partners to Board meetings);

  • Prepare resolutions for Board meetings;

  • Prepare/deliver all documents for PSOC after our AGM;

  • Book travel and prepare per diem forms for the Executive Director as needed;

  • Organize and update current filing systems, including;

  • Update filing systems as needed with notification labels on the drawers to know what is in them;

  • Effective and proper communication with the Executive Director at all times;

  • Communicate with the Executive Director on weekends and evenings in case of crisis/emergency situations as needed via text, phone or email.

Qualifications

Skills & Attributes

  • Strong oral and written communication skills

  • Strong organizational skills

  • Ability to act with discretion and ensure confidentiality

  • Ability to thrive in a fluid working environment

  • Ability to work with culturally diverse Indigenous participants, communities, and staff

  • Ability to take direction from Indigenous leaders

  • Bilingualism in English and French

  • Indigenous language skills (asset) 

Education & Experience

  • **Experience grant writing in the homelessness sector 

  • Bachelor's degree

  • At least five (5) years relevant work experience

  • Experience with commonly used office software and applications (Microsoft Office, Google Workspace, Zoom, etc.)

***Indigenous applicants will be given priority***

  Only the applicants meeting the requirements will be contacted.