Executive Assistant

Your role as Executive Assistant We are looking for an exceptionally organized, proactive, and service-oriented Executive Assistant to support Dialogue’s C-Suite executives. You will play a critical role in enabling our executives to perform at their best, while creating a warm, seamless, and collaborative in-office experience for employees and guests. This role requires presence in our Montreal office 4 days a week to support both executive needs and office operations. What you'll be doing Executive Support Manage complex calendars and schedules for two C-Suite executives, including meeting coordination, room bookings, video conference logistics, and travel arrangements Monitor inboxes and email communications, drafting and responding on behalf of executives when appropriate Prepare briefing materials, internal communications, decks, and documentation as needed Support with expense reports, contact management, procurement, and contract routing Coordinate executive involvement in internal meetings, company-wide initiatives, and external engagements Exercise sound judgment, discretion, and confidentiality at all times Offer occasional personal assistance when required Proactively identify opportunities to streamline administrative processes and tools Montreal Office Support Coordinate internal events, meetings, and in-office activities that contribute to a vibrant team culture Provide basic technical support for office tools, Zoom Rooms, conference equipment, and visitor systems Greet employees and guests, ensuring a polished and professional in-office experience We'd love to hear from you if you have 3+ years of direct executive support experience, ideally supporting senior leaders in a fast-moving environment Outstanding verbal and written communication skills in English and French High EQ, empathy, generosity, and a genuine enjoyment of helping others succeed Ability to anticipate needs and take initiative with minimal direction Strong organizational skills, attention to detail, and ability to juggle multiple priorities Proven professionalism, discretion, and confidence handling sensitive and confidential information Tech-savviness: Google Suite, conferencing systems, Zoom Rooms, procurement, etc. A positive, service-oriented, and collaborative attitude Availability to work on-site 4 days/week to support both executives and the office At Dialogue, your well-being is our priority Taking care of others also means taking care of our team! Depending on your role and employment status, you could have access to the following benefits: Access to the Dialogue app and virtual mental health support for you and your family Fully funded insurance, a health spending account, dental coverage, and fitness reimbursement 4 weeks vacation, 9 wellness days, and 1 volunteer day Work abroad up to 4 weeks/year Incentive plans, referral bonuses & RRSP matching Learning via Coursera, external training budget & mentorship Optional parental leave top-up

The Executive Assistant will manage complex calendars, travel, and communications for C-Suite executives while providing administrative support. Additionally, the role involves coordinating in-office events and providing basic technical support to ensure a professional environment for employees and guests.

Candidates must have 3+ years of direct executive support experience and possess outstanding verbal and written communication skills in English and French. Proficiency in Google Suite and conferencing systems is required, along with the ability to work on-site in Montreal 4 days per week.

• Dialogue app access • Virtual mental health support • Fully funded insurance • Health spending account • Dental coverage • Fitness reimbursement • 4 weeks vacation • 9 wellness days • 1 volunteer day • Work abroad up to 4 weeks/year • Incentive plans • Referral bonuses • RRSP matching • Coursera learning • External training budget • Mentorship • Parental leave top-up

• Time managementPreferred
• Attention to detailPreferred

Identified from the job description. Confirm important requirements above.

• Executive support
• Calendar management
• Travel arrangements
• Expense reporting
• Communication skills
• Organizational skills
• Attention to detail
• Google Suite
• Zoom Rooms
• Procurement
• Event coordination
• Technical support
• Discretion
• Confidentiality
• Interpersonal skills
• Time management
• Empathy
• Professionalism
• Organizational Skills
• Expense Reports
• Bilingual (French/English)
• Mental Health
• Customer Service
• Communication
• Contact Management Systems
• Emotional Intelligence
• Executive Information Systems
• Internal Communications
• Mentorship
• Operations
• Proactivity
• Travel Arrangements
• Video Conferencing
• Coordinating
• Google Workspace
• Detail Oriented

• Administrative
• Management & Leadership
• Customer Service & Support
• Executive Assistant
• Administrative and Executive Secretaries
• Executive Secretaries and Executive Administrative Assistants

Minimum experience

2+ years

Posting language

English

Working hours

40 hours per week

Office presence

4 days per week