Executive Assistant Jobs in Montréal, QC
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Montréal, QC
Coordinator – Events, Administration and Member Services #2
About the role
The incumbent provides cross-functional support to the En Coeur Foundation team by coordinating administrative, logistical, and relational aspects related to events, member services, and data management.
Reporting to the Executive Director and working closely with the Assistant Director, this individual plays a key role in the Foundation’s day-to-day operations.
Tasks :
Event Coordination Support (50%)
- Assist in the logistical organization of flagship events (6H En Coeur, Sutton En Coeur, Soirée En Coeur, etc.)
- Support third-party events
- Manage registrations, follow-ups, and logistical tools (lists, emails, online forms)
- Coordinate communications with suppliers, volunteers, partners, and participants
- Be present at events and support on-site coordination
- Contribute to data collection and the preparation of post-event reports
Administration and Internal Support (15%)
- Support the Executive Director and Assistant Director in coordinating internal activities
- Manage meeting logistics (agendas, communications, minutes, note-taking)
- Perform various administrative tasks: document management, mailings, procurement
- Assist with document revision and updating internal tools
- Follow up on Law 25 (data privacy compliance) file
Member Services and Family Support (currently 10%, expected to grow)
- Respond to family inquiries by phone or email
- Maintain relationships with social workers in hospitals
- Ensure logistical and administrative follow-ups for requests related to small medical equipment purchases, occasional assistance, and parent support
- Maintain and update member service records in the database
Daily Database Management (ProDon) (25%)
- Enter and update donations, registrations, donor and family records
- Generate reports, lists, and data extractions as needed
- Support outgoing communications (tax receipts, newsletters, invitations)
- Ability to automate data processing, manage automated communications, and segment targeted lists to better reach donors
- Ensure data accuracy and integrity in collaboration with the Assistant Director
If you are ready to take on new challenges, we would love to meet you!
Benefit of this position:
- A meaningful and people-driven mission, directly contributing to the well-being of children living with congenital heart disease and their families.
- A real impact: every project and event has direct benefits for the families supported by the Foundation.
- A small, dedicated team.
- The opportunity to participate in engaging and unifying events.
- A well-established and recognized organization celebrating over 40 years of commitment.
- A versatile role offering involvement in events and member services, among other areas.
- Insurance program through AFP (excluding dental care).
- Simplified retirement plan after the probation period (6 months) – employer/employee contributions.
- Possibility of remote work (2 days per week).
- Laptop provided.
- Possibility of time-off banking after events.
- 5 days off during the holiday season.
Requirements:
- College or university diploma in administration, event management, or a related field
- Minimum of 3 years of relevant experience in an administrative or event-related role
- Essential knowledge of ProDon database (or equivalent in the philanthropic sector)
- Excellent command of spoken and written French, with strong attention to language quality
- High level of organization, autonomy, versatility, and ability to manage multiple tasks simultaneously
- Strong adaptability, ability to handle stress, and comfort managing last-minute requests
- Proficiency with digital tools (Microsoft Suite, registration platforms, collaborative tools)
Salary: $50,000 to $54,000 per year, depending on experience
Schedule: 3 days on-site + remote work (2 days, flexible) + presence during events (evenings and weekends)
Status: Permanent
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About Bédard Ressources Humaines
Bédard RH est une agence de placement et de recrutement qui aide les candidats à valoriser leur candidature et à atteindre leurs objectifs de carrière. Avec plus de 25 ans d'expérience, l'entreprise se spécialise dans le recrutement temporaire, permanent et international, tout en offrant des services de ressources humaines et d'impartition adaptés aux besoins des entreprises.