Executive Assistant

AIP Connect

. Provide proactive, high-level calendar management for the President, strategically scheduling priorities, gatekeeping time, and resolving scheduling conflicts .

Posted 11/9/2026full-timeMontreal • CanadaMid-LevelSenior💰 CA$70,000 - CA$80,000 per yearWebsite

Core Competencies

Role fit

Core Competencies

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Demonstrates advanced executive administrative capabilities, including high-level calendar management, board engagement, and effective communication with senior stakeholders. Proficient in managing logistics for meetings and travel while maintaining confidentiality and discretion.

Highest-signal resume keywords

Executive Administrative ExperienceBoard EngagementMicrosoft 365 ProficiencyBilingualism in English and FrenchOrganizational Skills

ATS Keywords

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Applicant Tracking System Keywords

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Hard Skills

Calendar ManagementTravel ArrangementsExpense ReportingMeeting Minutes RecordingDocument ManagementCRM SystemsGovernance Technology

Soft Skills

Interpersonal SkillsCommunication SkillsDiscretionInitiativeJudgment

Tools & Technologies

Microsoft OutlookMicrosoft WordMicrosoft ExcelMicrosoft PowerPointMicrosoft TeamsMicrosoft SharePoint

Industry Keywords

Non-Profit OrganizationsBoard of DirectorsConstituent CommunicationMeeting LogisticsConfidential Records

About the role

Key responsibilities & impact

Provide proactive, high-level calendar management for the President, strategically scheduling priorities, gatekeeping time, and resolving scheduling conflicts
Brief and prepare the President, ensuring attendance at the right meetings with necessary materials and context
Support executive communications, correspondence, and coordination across internal team leads and external partners/donors
Manage end-to-end travel arrangements, detailed itineraries, expense reports, and reimbursement submissions
Serve as the primary administrative liaison for the Board of Directors
Manage communications, scheduling, and logistics for virtual and in-person board and committee meetings
Compile and circulate comprehensive board packets
Track outstanding action items and record official meeting minutes
Facilitate formal meeting procedures, including quorum tracking, motions, seconding, and formal vote capture
Coordinate logistics for in-person board sessions, including room setup, AV/technology, catering, hotel blocks, travel, and attendee amenities
Maintain secure governance platforms, document repositories, and confidential records
Coordinate engagements with external partners, leadership teams, and committee members
Maintain accurate records and contact management in organizational databases
Support ad-hoc operational initiatives and evolving leadership priorities

Requirements

What you’ll need

5+ years of progressively responsible executive administrative experience, preferably supporting senior executives and/or senior-level stakeholders
Proven experience managing and engaging with board members, shareholders, or committees
Experience with non profit organizations and constituent communication
Exceptional organizational skills and ability to manage multiple competing priorities
Strong interpersonal and communication skills for engaging with senior executives and external stakeholders
Advanced proficiency in Microsoft 365, including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint
Experience with CRM systems, document management platforms, and governance-related technology is an asset
Demonstrated discretion, sound judgment, initiative, and commitment to confidentiality
Dedicated, quiet home workspace conducive to handling highly confidential matters
Flexibility to accommodate evening board meetings scheduled in Eastern Time
Flexibility for occasional local in-person meetings in Montreal or Toronto and limited travel for annual in-person board sessions
Bilingualism in English and French, written and spoken, is strongly preferred

Benefits

Comp & perks

Bonus program eligibility
Occasional local in-person meetings in Montreal or Toronto
Limited travel for annual in-person board sessions
Dedicated, quiet home workspace arrangement
Accessibility accommodations during the interview process