Position: Executive Assistant to the Executive Director & Board of Teen Haven

Location: Verdun, Qc

Employment Type: 2 days a week (approx.15hrs)

Reports to: Executive Director

Language: Bilingual French/English

Position Summary

To further the mission of Teen Haven as a non-profit organization serving vulnerable youth within the Anglophone community of Quebec, the Executive Assistant provides administrative support for the Directors of the organization; the Executive Director and Board of Directors. The Executive Assistant is a coordinator working at the senior managerial level, facilitating efficiency within the Executive Director’s office and between that office and the Board of Directors and other senior management. The Executive Assistant ensures that priorities, communications, meetings, deadlines, and follow-up activities are managed effectively.

The ideal candidate is a highly organized, proactive, and discreet professional who will exercise wise judgment and employ strong interpersonal skills. They are comfortable working in a fast-paced, mission-driven environment. They understand the importance of confidentiality and respectful interactions with senior management and all Teen Haven employees, community members, clients, partners, funders, and with the Board of Directors.

The position puts priority on supporting the Executive Director in her role of organizational leadership by overseeing the day-to-day operations of the Executive Office, while also serving the Board of Directors by assisting in recording keeping and the implementation of board responsibilities.

What We Offer

•        Meaningful work contributing to the well-being of youth

•        A collaborative and supportive work environment

•        Opportunities to work closely with organizational leadership

•        Competitive compensation and benefits, $35/ hour, in addition, 4% vacation, 5.7% for statutory holidays, 2.43% for sick days.

•        Employee and Employer contribution to REGOP.

•        Health Benefits in the amount of $1,500/ annually, after the first 6 months of employment.

What We Require

•        Post-secondary education in administration, business administration, nonprofit management, communications, or a related field; equivalent professional experience will be considered.

•        Experience in an executive assistant, senior administrative, office management, or similar role.

•        Experience supporting a senior executive, leadership team, Board, or committee is strongly preferred.

•        Previous experience in a nonprofit, community, social-service, healthcare, education, or other mission-driven organization is an asset.

•        Excellent written and verbal communication skills in French and English.

•        Exceptional organizational and time-management skills.

•        Proficiency with Microsoft Office, including Outlook, Word, Excel, and PowerPoint.

•        Ability to work with confidential and sensitive information with discretion.

•        Strong attention to detail and follow-through.

•        Excellent interpersonal skills and the ability to work effectively with people from diverse backgrounds.

•        Ability to manage multiple priorities and remain calm under pressure.

•        Demonstrated ability to work independently, exercise sound judgment, and take initiative.

The preferred candidate will demonstrate:

•        Discretion and integrity — understands the importance of confidentiality and trust.

•        Judgment — knows what requires immediate attention, what can be delegated, and what should be escalated.

•        Proactivity — anticipates needs rather than waiting for instructions.

•        Organization — creates systems that keep people, information, and deadlines on track.

•        Communication — communicates clearly, respectfully, and professionally in both languages.

•        Adaptability — comfortable responding to changing priorities in a dynamic social-service environment.

•        Emotional intelligence — interacts sensitively with clients, staff, volunteers, Board members, and community partners.

•        Mission alignment — demonstrates genuine respect for the agency’s mission and the communities it serves.

•        Teamwork — works collaboratively while maintaining the ability to operate independently.

•        Problem-solving — identifies practical solutions and follows through to completion.

•        Working Relationships

Specific Responsibilities

A. Executive Director Support

•        Manage and coordinate the Executive Director’s calendar, appointments, meetings, and commitments.

•        Assist the Executive Director in organizing and prioritizing competing demands and deadlines.

•        Coordinate information and follow-up across departments and teams.

•        Prepare briefing materials, agendas, correspondence, reports, and other documents.

•        Monitor incoming correspondence and ensure that important matters are appropriately prioritized and followed up.

•        Draft, proofread, and translate correspondence and documents in French and English as required.

•        Track action items, commitments, and deadlines arising from meetings and correspondence.

•        Anticipate the Executive Director’s needs and proactively identify issues requiring attention.

•        Handle sensitive and confidential information with a high degree of discretion.

B. Board of Directors Support

•        Coordinate meetings with the Chair of the Board.

•        Prepare meeting schedules, agendas, and supporting documentation.

•        Attend Board and committee meetings as required and prepare accurate minutes and records of decisions.

•        Coordinate communications between the Executive Director, Board Chair, Board members, and committee members.

•        Maintain tracking systems for key organizational priorities, deadlines, contracts, and deliverables.

•        Support special projects involving staff, community partners, funders, government representatives, and other stakeholders.

C. Communications & Stakeholder Relations

•        Serve as a professional and welcoming point of contact for the Executive Director’s office.

•        Coordinate communications with external stakeholders.

•        Assist with organizational events, meetings, presentations, and community activities.

•        Maintain positive and respectful relationships with staff, Board members, clients, community partners, funders, and government representatives.

•        Ensure that communications reflect the agency’s values, mission, and commitment to equity, dignity, and inclusion.