Job Title

AXXEL HR collabore avec une organisation internationale reconnue, axe sur une mission dintrt public et oprant dans un cadre de coopration intergouvernementale. Appuye par de nombreux partenaires du secteur public travers le monde, cette organisation joue un rle essentiel dans le soutien des services dintervention durgence en fournissant des informations fiables et rapides des intervenants cls lchelle mondiale. Grce lutilisation de technologies avances et de solides partenariats internationaux, lorganisation soutient des oprations couvrant plusieurs rgions et juridictions. Reconnue pour ses standards levs, sa stabilit et son impact significatif, elle offre un environnement unique o les professionnels peuvent contribuer un travail ayant une porte concrte lchelle mondiale, tout en faisant partie dune quipe collaborative et engage.Aperu du posteEn tant quadjoint(e) excutif(ve), vous assisterez, au besoin, la cheffe du secrtariat dans les tches gnrales lies au bureau. Il sagit dun poste permanent temps plein en prsentiel, bas Montral (Qubec, Canada). Le rle ncessite des dplacements internationaux priodiques. Ce poste est destin tre long terme. Lengagement initial est dune dure de trois ans, assorti dune priode de probation de six mois, avec possibilit de renouvellement selon la performance et les besoins de lorganisation.Responsabilits administratives Prparer la correspondance gnrale pour le(la) chef(fe) du secrtariat Assurer la gestion et la redirection des courriels gnraux ainsi que des appels vers les membres appropris de lquipe Prparer les comptes rendus des runions hebdomadaires du personnel, incluant le suivi des actions Maintenir les listes de participants et les principaux contacts Rdiger les notes des runions hebdomadaires et assurer le suivi des actions en cours Tenir jour les registres des absences du personnel (congs, maladie, etc.) Grer les calendriers et horaires des runions internes et internationales avec des partenaires externes Appuyer la mise jour des procdures internes, listes de diffusion, bases de donnes oprationnelles et systme de classement central Assurer la liaison avec les services de limmeuble et les fournisseurs externes pour les questions de maintenance et de servicesResponsabilits lies aux confrences Fournir un soutien aux confrences et runions internationales, en collaboration avec les parties prenantes internes, au niveau local et international Coordonner et diffuser les invitations, documents et correspondances lis aux runions Assurer la liaison avec les participants et les organisations htes afin daligner les besoins logistiques Appuyer la planification et lorganisation des runions, des lieux et des installations Contribuer la coordination des services externes tels que linterprtation, la restauration et autres besoins vnementiels Communiquer avec les dlgations internationales concernant linscription, la logistique et la documentation des runions et confrencesExprience et qualifications Capacit travailler sous contraintes de temps et prioriser les tches de manire autonome Matrise de MS Word et bonne connaissance de la suite MS Office Connaissance dun logiciel comptable tel que Sage 50 ou QuickBooks considre comme un atout Excellente matrise de langlais crit et oral, avec capacit produire des rsums clairs et concis La connaissance du franais, de lespagnol ou du russe est un atout Volont de dvelopper une comptence fonctionnelle en franais Minimum de cinq annes dexprience pertinente Diplme professionnel dans un domaine connexeCe que nous offrons Cinq semaines de vacances payes Assurance mdicale paye 100 % par lemployeur Bilan de sant annuelAssurance invalidit de courte dure (ILD) Assurance invalidit de longue dure (ILD) Assurance dentaire Assurance vie Cotisations REER de 7 %______________________AXXEL HR is partnering with an internationally recognized, mission-driven organization that operates within a collaborative, multi-governmental framework. With the support of numerous public-sector partners worldwide, the organization plays a vital role in enabling critical response services by delivering reliable, time-sensitive information to key stakeholders across a global network.Through the use of advanced technology and strong international partnerships, the organization supports operations spanning multiple regions and jurisdictions. Known for its high standards, stability, and meaningful impact, it offers a unique environment where professionals can contribute to work that has real-world significance on a global scale, while being part of a collaborative and purpose-driven team.Job OverviewAs Executive Assistant, you will assist the Head of Secretariat as needed in general office related matters. This is a full-time, in person position based in Montral (Qubec), Canada. The role requires periodic international travel. This position is intended to be long-term. The initial appointment is for a period of three years, subject to a six-month probationary period, with possibility of renewal based on performance and organizational requirements.Administrative Duties Prepare general correspondence for the Head of Secretariat Dispatch general email communications and route calls to appropriate team members Prepare summary records of weekly staff meetings, including tracking of action items Maintain lists of participants and key contacts Record notes from weekly staff meetings, including status updates on requested actions Maintain up-to-date records of staff absences (holidays, sick leave, etc.) Manage calendars and schedules for internal and international meetings with external partners and organizations Assist the Finance and Administration Officer in maintaining internal processes and procedures documentation, mailing lists, operational databases, and central filing systems Liaise with building services and external providers on maintenance and facility-related mattersConference DutiesProvide support for international conferences and meetings, in collaboration with internal stakeholders, both locally and abroad. Responsibilities include assisting with meeting logistics and ensuring timely preparation and distribution of documentation for governing bodies and committees, including: Coordinating and distributing meeting invitations, documentation, and correspondence Liaising with participants and host organizations to align on meeting requirements Supporting the planning and organization of meeting logistics, venues, and facilities Assisting in the coordination of external services such as interpretation, catering, and other event support Communicating with international delegates regarding registration, logistics, and documentation for meetings and conferencesExperience and Qualifications Ability to work with time constraints and set work priorities without direct supervision Proficiency in MS Word and general knowledge of MS-Office suite Familiarity with an accounting software such as Sage 50 or QuickBooks will be considered an asset. Excellent written and spoken English, with strong ability to draft clear, concise summaries Knowledge of French, Spanish or Russian is considered an asset Willingness to develop functional proficiency in French At least 5 years of related experience A professional degree in a related fieldWhat We Offer Five weeks of paid vacation 100% employer-paid medical benefits Annual health screening Short-term disability (STD) insurance Long-term disability (LTD) insurance Dental insurance Life insurance7% RRSP ContributionsAnnual Bonus