Executive Administrative Assistant

Job summary

The incumbent acts as a central coordinator for the Chief Program Officer, managing daily schedules, business travel, and departmental communications. They are responsible for drafting and formatting various documents, including financial reports and meeting minutes, while ensuring linguistic accuracy.

Job details

OUR VISION Telefilm Canada is committed to building a skilled workforce that reflects the diversity of the Canadian population. The organization promotes equity, diversity, and inclusion, and encourages all individuals to voluntarily indicate if they identify as a woman, a member of an Indigenous community, a person with a disability, a member of a racialized group or other. Telefilm Canada also strives to respect the principles of accessibility by making our recruitment, assessment and selection processes as accessible as possible. If you have any questions about accessibility or require any accommodation at any point in the application and hiring process, please do not hesitate to contact us at cv@telefilm.ca. As a responsible leader in, and champion of, the Canadian audiovisual industry, Telefilm Canada commits to adopting sustainability as a lens through which we work. This commitment is in alignment with the Government of Canada’s target to achieve net-zero emissions by 2050. YOUR ROLE Reporting to the Chief Program Officer, the incumbent plays a central role in coordinating the department’s activities. As a proactive partner and primary point of contact, she works closely with senior leaders, vice presidents, team members, and internal and external stakeholders. This person ensures the smooth flow of information and facilitates the coordination of needs, procedures, initiatives, changes, emergencies, and priorities across the organization. The main responsibilities are as follows: Organize the Chief Program Officer’ business travel efficiently and safely, in accordance with the organization’s policies. Respond to and assist with prioritization, coordination, and delegation of tasks related to virtual meetings, phone calls, and email management, including the archiving of information; Manage the Chief Program Officer’ daily schedule confidentially to ensure effective time management and prioritization so that commitments are met; Coordinate the preparation and timely submission of various documents, including reports of all kinds-such as financial reports, presentations, agendas, minutes, and meeting notes; draft these documents or assist in their drafting, update them as needed, format them, and follow up on any required; Ensure the linguistic quality, grammatical accuracy, and correct spelling of documents to be submitted and make corrections as needed in both official languages. SKILLS AND REQUIREMENTS College diploma in a related field or any other related discipline or combination of equivalent and relevant experience. Minimum of ten (10) years of experience in a similar role. Bilingual, excellent written and oral communication required, at CBC level. The job description has been simplified for this posting and does not necessarily reflect an extensive list of tasks and responsibilities, and job requirements. Applicants commit to complying with the Conflict of Interest Disclosure Requirements. Since January 2026, Telefilm's hybrid work policy requires employees to work from the office three days a week. Rest of the time, you have the choice to work from home or to work from one of our offices. We thank all candidates for their interest but only those selected for an interview will be contacted. IMPORTANT - Password Security is everyone's business. As a user of the platform, you are responsible for creating a strong and secure password. In this sense, please create a password containing a minimum of 16 characters characters, and composed of at least 3 of the following 4 types of characters: Upper case characters - Lower case characters - Numbers - Special characters. Please also avoid including the following in your passwordthe following:- Personal or biographical information (such as your date of birth or hometown) Personal or biographical information (such as your birth date or hometown) - Words, phrases or numeric sequences that are easy to guess (such as "password", "1234" or "2023") - Common phrases, song titles and lyrics, or movie titles movie titles.

What you’ll do

The incumbent acts as a central coordinator for the Chief Program Officer, managing daily schedules, business travel, and departmental communications. They are responsible for drafting and formatting various documents, including financial reports and meeting minutes, while ensuring linguistic accuracy.

Requirements

Candidates must possess a college diploma in a related field and a minimum of ten years of experience in a similar role. Excellent bilingual communication skills in both official languages are required at the CBC level.

Listed skills

• Time management · Preferred
• document preparation · Preferred
• Administrative Support · Preferred
• Financial Reporting · Preferred
• Communication · Preferred
• Office Administration · Preferred
• Stakeholder Management · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Administrative support
• Travel coordination
• Schedule management
• Document preparation
• Financial reporting
• Communication
• Bilingualism
• Time management
• Task delegation
• Information management
• Proofreading
• Stakeholder management
• Meeting coordination
• Confidentiality
• Office administration
• Net Zero
• Multilingualism
• Email Management
• Financial Statements
• Telephone Skills
• Presentations
• Secure Password Authentication
• Time Management
• Verbal Communication Skills
• Coordinating
• Prioritization

Job areas

• Administrative
• Management & Leadership
• Government & Public Sector
• Creative & Media
• Executive Administrative Assistant
• Executive Assistant
• Administrative and Executive Secretaries
• Executive Secretaries and Executive Administrative Assistants