Executive assistant

WIAIH – The West Island Association for the Intellectually Handicapped – is a long-established community organization recognized for its commitment to improving the quality of life of people with intellectual disabilities and autism spectrum disorders (ASD), and for the support it offers their families.
We offer a wide range of services: specialized recreation, camps, permanent residence, early childhood development center, programs for aging adults, social activities, information sessions, and much more.
Joining our team means being part of a deeply meaningful, human mission, in a warm, collaborative and respectful atmosphere.

Job Description :

Under the supervision of General Management, the Executive Assistant plays a key role in the organization’s administrative operations. This person provides strategic and operational support in the management of human, material, financial and real-estate resources.

Responsibilities :

General administration

  • Write, revise and format various administrative documents (correspondence, minutes, reports, graphics, etc.).
  • Coordinate billing, deposits (cheques and cash), and mail management
  • Update and organize filing and archiving systems (paper and electronic).
  • Contribute to the planning, organization and logistics of meetings (Board of Directors, committees, etc.).

Human resources

  • Collect and validate timesheets, in conjunction with the HR department
  • Manage the administrative welcome of new employees (computer access, documents, group insurance, retirement, etc.).
  • Collaborate with management and external HR partners to improve HR processes and policies

Financing and partnerships

  • Participate in the drafting of funding applications and identify potential new sources of funding
  • Contribute to the accountability of funded projects
  • Represent the organization to its partners and participate in outreach and fundraising projects

Logistical and technical support

  • Support management of buildings and technical equipment (IT, telephony, etc.)

Profile required:

  • College diploma in a relevant field (administration, office automation, management, etc.)
  • Minimum 5 years in a similar position
  • Excellent command of spoken and written French and English
  • Proficiency in Microsoft Office Suite, databases and social networks
  • Personal qualities :
    • Autonomy, initiative and organizational skills
    • Empathy, emotional intelligence and professionalism
    • Discretion and confidentiality
    • Ability to manage priorities and work as part of a team

Benefits :

  • A humane, inclusive and stimulating work environment
  • A friendly team committed to a rewarding social mission
  • Flexible working hours for a good work-life balance
  • A versatile position with varied and rewarding responsibilities
  • The opportunity to contribute to an organization recognized in the community