ADMINISTRATIVE ASSISTANT, EXECUTIVE AND CONTENT TEAM SUPPORT

Expected Start Date: October 2026
Employment Type: Full-time Permanent
Office Location: Montreal
Hours of Work: 35 hours/week (flexible within core business hours)
Are you a natural relationship builder with exceptional organizational skills? Do you enjoy supporting leaders, assisting projects, and creating the conditions that help teams do their best work? Interested in joining a passionate organization that supports Canada's audiovisual industry?

THE GIG, IN A NUTSHELL

The Administrative Assistant, Executive and Content Team Support role provides high-quality administrative assistance to the Executive Vice-President, Content Strategy and Industry Development, the Executive Vice-President, Communications, Strategies and Public Affairs and the broader Content team. The role coordinates meetings, travel, communications, documentation, program-launch activities, and departmental processes while supporting the efficient operations of the Montreal office premises. Through strong organization, attention to detail, and proactive follow-up, the position contributes to effective collaboration and the timely delivery of departmental priorities.

WHAT YOU’LL DO

Executive Support (EVPs)

Manage calendars, appointments and travel needs for the Executive Vice-President, Content Strategy and Industry Development and Executive Vice-President, Communications, Strategies and Public Affairs, both based in Montreal

Montreal Office Support

Administer efficient operations of the Montreal office including but not limited to:

Coordinating office supplies, deliveries, service providers, and facilities requests

Serving as an in office contact for employees, visitors, and building management

Supporting meeting-room readiness and office-based events

Liaising with Corporate Services regarding office needs

Escalating facilities, health and safety, or workplace issues to the appropriate internal contact

Departmental Operations Support (Content Team)

Organize and facilitate regular Content team meetings and interdepartmental and external meetings (e.g. CMF annual consultations), including sending save the dates, calendar invitations, booking facilities and catering booking, arranging travel,



preparing meeting agendas (if required), drafting and circulating meeting minutes ensuring that action items are documented and followed up on in a timely manner, and managing all technical aspects of virtual meetings on Teams and Zoom

Manage and keep up to date the Content team common files on SharePoint

Create and maintain centralized databases on different decisions

Support process management: monitor deadlines, action items and project milestones, using Monday.com platform

Coordinate translation process through via BridgeTerm

Second review of essential documentation such as program guidelines, press releases, financing agreements for spelling errors, redundancy, inconsistencies, in compliance with CMF terminology database (LogiTerm)

Provide final information to the CMF webmaster for (short program summary, program deadlines, guidelines in En and FR, other applicable documentation, links to the application portal), updating program deadline page

Collect and process invoices where needed and follow-up in collaboration with Finances.

Establish and maintain effective relationship and communication channels among Content team members, and with colleagues from other departments

Other duties, as necessary

WHO YOU ARE

Education

College diploma or other post-secondary education in office administration, business administration, communications, or a related field, or an equivalent combination of education and experience.

Experience

Relevant experience in a bilingual administration / executive support role

Supporting multiple leaders or balancing requests from multiple sources

Working in a bilingual environment

Coordinating meetings, travel, documentation, and deadlines

Experience coordinating translation and bilingual document-production processes is an asset

Experience working in a hybrid environment is an asset

Knowledge / Ability





Exceptionally strong French-language writing and proofreading skills are essential

Advanced proficiency in French and English, both spoken and written, is required

Advanced proficiency with Microsoft 365, including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint

Demonstrated ability to learn and use digital collaboration, project-management, document-management, and virtual-meeting tools

Ability to use AI tools (Copilot), project management tools (e.g. Monday.com, Zoom, BridgeTerm), translation tools (e.g. LogiTerm) and DocuSign are a strong asset.

Sound judgment and discretion

Ability to identify when an issue should be escalated

Excellent organizational and time management skills

Strong communication skills with strong attention to detail

Ability to anticipate needs and take initiative

Ability to manage competing priorities from multiple sources

Strong follow-through and accountability for deadlines

Professionalism and discretion when handling confidential information

Ability to build effective working relationships

Ability to work independently and collaboratively in teams

Adaptability in a changing environment

Service-oriented and solutions-focused approach

This position demands a proactive individual with the ability to work with multiple tasks simultaneously in a demanding and fast-paced environment. Flexibility, strong work ethic and a sense of humour are highly valued.

WHAT TO EXPECT

A combination of remote and in-person work (hybrid arrangement), subject to operational and team needs. The successful candidate may be required to attend in-person meetings, team events, or other activities from time to time as determined by business requirements

Manage and prioritize multiple projects with tight deadlines in a fast-paced and changing environment

Team-centric, collaborative work environment

Occasional travel

Equity and Transparency Statement

We are committed to a fair and transparent hiring process. We do not use AI tools to screen applicants or conduct interviews , and we welcome candidates from all backgrounds. The salary range for this position is $52,843 – $66,054 per year .

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📌 Coordonnateur(trice) contenu technique/ Technical Content Coordinator (CONTRACT)
🏢 Genetec
📍 Quebec City