Bilingual Executive Assistant – Education Sector
Position Overview
A permanent role providing high-level, confidential administrative support to the Registrar and Deputy Registrar. The Executive Assistant manages a high volume of inquiries, coordinates complex schedules, and ensures smooth office operations aligned with departmental goals. The role requires strong independent work and teamwork skills, with bilingual communication abilities.
Key Responsibilities
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Administrative Support:
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Manage calendars, prioritize scheduling, and prepare background materials.
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Coordinate meetings, prepare agendas, take minutes, and follow up on action items.
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Draft correspondence, reports, and confidential documents.
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Arrange travel and process related expenses.
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Handle inquiries from internal and external stakeholders in both official languages.
Office Management:
Maintain attendance records and office routines.
Support staff performance reviews and policy compliance.
Manage documentation, contracts, and digital filing systems.
Troubleshoot office workflow issues and assist with budget monitoring.
Oversee office supplies and equipment maintenance.
Special Projects:
Coordinate events and projects for the Registrar’s office.
Conduct research, prioritize tasks, and provide status updates.
Review incoming materials for priority and accuracy, recommending actions.
Team Collaboration:
Organize new hire orientation, training, and team meetings.
Collaborate with other administrative staff and senior leadership.
Provide backup support and act as a departmental resource and liaison.
Qualifications
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Undergraduate degree or college diploma in Office Administration, Communications, Business, or related field.
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Minimum 5 years’ experience supporting senior leaders.
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Bilingual proficiency (both official languages).
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Strong organizational and time management skills.
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Proficiency in Microsoft 365 (Teams, Outlook, Word, PowerPoint, Excel) and Adobe.
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Excellent communication, interpersonal skills, discretion, and diplomacy.
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Ability to manage competing priorities in a fast-paced environment.
Work Environment & Benefits
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Competitive salary range.
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Comprehensive benefits and pension plan.
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Hybrid work model with remote and in-office days.
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Commitment to inclusive and accessible recruitment and workplace practices.
