Description
Reports to: Executive Director (CEO)
Location: Pointe-Claire, Quebec (HYBRID)
Status: Part-time (3 days/week = 22.5 hours), Permanent
Salary: Up to 75K
About Our Client
Our client is a non-profit organization dedicated to fostering research, raising awareness, and supporting patients and families affected by rare genetic conditions.
Why Join Us?
Our client is a small, agile, purpose-driven team making a meaningful difference for patients and families. This is a unique opportunity to help shape the operational and strategic growth of the organization.
✨ Perks Include:
✅ Competitive salary & flexible work options
✅ Flexible schedule for personal time off & appointments
✅ Growth potential
✅ A meaningful opportunity to change lives
✅ A collaborative, purpose-driven workplace
✅ Professional development opportunities in an emerging space at the intersection of finance, health & charitable giving
✅ Access to mentorship, training & networking in the rare disease and healthcare ecosystem
✅ 3 weeks’ vacation
Responsibilities
Position Summary
Our client is seeking a proactive, detail-oriented Bilingual Executive Assistant to support both the operational backbone and strategic growth of the organization. This hybrid role combines traditional executive support with operations, research, and process development. You’ll play a vital role in ensuring smooth day-to-day operations while assisting the Executive Director with high-level planning, reporting, and partner engagement.
Key Responsibilities
Financial Operations Support & Compliance
- Assist with annual budget preparation
- Support the annual audit & charity tax returns; assist the Bookkeeper (monthly reconciliations & payables)
- Prepare our clients Canada invoices & monitor receivables
- Support colleagues with grant & sponsorship applications
- Issue charitable donation receipts & provide backup as needed
- Report & monitor KPIs
- Support compliance reporting & risk management (insurance renewals, CRA reporting)
Executive & Strategic Support
- Provide direct support to the CEO: meeting coordination, travel planning, briefing preparation
- Draft executive-level reports, presentations & internal dashboards
- Conduct market & partner research to support business development
Administrative Operations
- Coordinate internal workflows & help establish systems to improve operational efficiency
- Oversee logistics (banking, shipping, vendor relations)
- Manage inventories
Process & Policy Development
- Draft, implement & maintain organizational policies & procedures
- Document workflows & support internal standardization
- Assist in managing the Imagine Canada Standards Program certification process
Human Resources
- Develop, implement & oversee HR initiatives & processes
- Maintain accurate & up-to-date employee records
Qualifications
- Post-secondary education in nonprofit management, finance, HR, business, or a related field
- Minimum 3 years’ experience in administrative/executive support roles
- Strong organizational & multitasking skills; high attention to detail & ability to manage diverse responsibilities with minimal supervision
- Proven experience writing internal procedures, reports, or policy documents
- Proficiency in Microsoft Office (Excel, Word, PowerPoint)
- Experience with CRM or donor databases (e.g., Salesforce) is an asset
- Bilingual (French & English) – required
- Strong discretion & professionalism handling sensitive information
- Passion for mission-driven work; knowledge of the nonprofit or health/rare disease sector is an asset