Executive Assistant

Since 1908, the National Battlefields Commission (NBC), an agency of the federal government, has had a mandate to conserve and promote the Battlefields Park. This rallying site par excellence in Québec City includes the Plains of Abraham and Des Braves Park. As guardians of this historic urban park and its unique heritage, NBC employees work to make it a welcoming, inspiring, and inclusive space. Many activities (exhibits, special events, commemorative events) are offered to an incredibly diverse clientele from all walks of life.

Job Opportunity

Reporting to the CEO, the executive assistant provides executive support and coordination for the office of the secretary-executive officer of the National Battlefields Commission, as well as for the organization’s affairs.

Primary Activities

• Provide administrative support to the CEO
• Coordinate and oversee all information sent and received, including correspondence, telephone calls and email, and ensure that deadlines are met
• Produce letters and memos and synthesize or summarize documents Follow-up on actions to be taken
• Participate, plan, convene and organize meetings and coordinate logistics; ready documents and agendas; take notes, draft minutes and resolutions according to the by-laws
• Participate in videoconferences with other departments or ministries
• Support management in producing reports; prepare and draft documents for reporting to Parliament; track and respond to requests under the Access to Information Act
• Support organizational affairs in certain dossiers
• Ensure executive follow-up on questions, comments and complaints from park users, and liaise with managers, as required
• Maintain trust-based and collaborative relationships with the various stakeholders in the organization’s network
• Collaborate on any other project or dossier related to the organization’s priorities and orientations
• Interpret a range of work-related directives, procedures and guidelines and provide functional guidance to the organization’s administrative and management staff
• Lead special projects related to the organization’s work methods and administrative practices
• Participate in the continuous improvement of administrative processes, in particular by assisting in transferring existing tools to digital formats
• Monitor email received in shared mailboxes and assist management with certain follow-up
• Participate in various committees
• Support other departments in the organization, as needed

Employee Profile

• College diploma (DEC) and five years’ experience in a relevant field
• Work experience in a public organization (asset)
• Excellent spoken and written English and French
• High-level autonomy and skills using Office 365 and other technologies
• Strong ability to plan task sequencing and meet multiple deadlines; management of priorities and work under pressure
• Demonstrated strong sense of ethics and diplomacy; strong organizational skills and sense of initiative
• Demonstrated writing skills to produce clear, professional content adapted to different clienteles
• Sound judgment in order to analyze issues and propose appropriate strategies
• Great professional discretion
• Excellent communication skills
• Alignment with the values of the NBC and the Public Service Commission, notably respect, teamwork and excellence

Employment Conditions

• 37.5 hours per week, Monday to Friday; several days per week of remote work possible
• Salary scale of $68,849–$74,180 per year
• Very advantageous health, dental and pension plans
• Three weeks of vacation per year
• Free parking
• Start as soon as possible