Bilingual Executive & Operations Coordinator

The Opportunity

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Our client, a respected organization within the insurance and professional services sector, is seeking a highly organized and bilingual Executive & Operations Coordinator to support senior leadership and contribute to the smooth operation of a collaborative office environment.

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This role combines executive support, office administration, event coordination, and stakeholder communication responsibilities. The successful candidate will serve as a key point of contact for internal and external stakeholders while supporting organizational initiatives and day-to-day business operations.

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This opportunity is ideal for a proactive professional who enjoys variety in their work, thrives in a team-oriented environment, and takes pride in providing exceptional administrative and operational support.

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Key Responsibilities

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Office Administration & Coordination

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• Serve as a primary contact for incoming inquiries, visitors, and general correspondence.
• Coordinate office operations, supplies, vendor relationships, and administrative processes.
• Manage incoming and outgoing communications, mail, and courier services.
• Assist in maintaining office systems and supporting operational efficiency.

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Executive Support

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• Provide administrative support to senior leadership and management teams.
• Coordinate calendars, meetings, travel arrangements, and scheduling activities.
• Prepare correspondence, reports, presentations, and meeting materials.
• Assist with expense tracking, documentation, and administrative reporting.

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Meetings, Events & Stakeholder Support

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• Coordinate meetings, committee activities, and organizational events.
• Prepare agendas, meeting packages, minutes, and supporting documentation.
• Assist with logistics, travel coordination, and event planning activities.
• Support communication with stakeholders, members, business partners, and external contacts.

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Records & Information Management

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• Maintain organized electronic and physical filing systems.
• Manage databases, contact lists, and communication records.
• Support document management, archiving, and information tracking processes.
• Ensure accuracy and confidentiality in all record-keeping activities.

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Communications & Content Support

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• Translate and review communications and documentation in both English and French.
• Assist with website updates, presentations, and internal communications.
• Support reporting and data management activities.
• Contribute to the preparation of business materials and organizational publications.

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Special Projects & Team Support

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• Assist with operational projects and process improvement initiatives.
• Support seminars, workshops, and stakeholder events.
• Provide assistance across departments as business needs require.
• Handle sensitive and confidential information with professionalism and discretion.

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Qualifications

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Education & Experience

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• Post-secondary education or equivalent professional experience.
• Minimum three years of senior administrative, executive support, or office coordination experience.
• Experience supporting senior leadership within a professional services, insurance, association, or corporate environment is considered an asset.
• Demonstrated ability to manage confidential information and competing priorities.

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Skills & Competencies

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• Fully bilingual in English and French (spoken and written).
• Excellent communication, interpersonal, and relationship-management skills.
• Strong organizational, time-management, and prioritization abilities.
• High level of accuracy and attention to detail.
• Ability to work independently while contributing to a collaborative team environment.
• Strong problem-solving skills and professional judgment.
• Proficiency with Microsoft Office applications and business technology platforms.
• Flexible, adaptable, and willing to support a variety of operational needs.

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Why Consider This Opportunity?

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• Diverse role with exposure to executive support, operations, stakeholder relations, and organizational initiatives.
• Opportunity to work closely with senior leadership and contribute to key business activities.
• Collaborative and supportive workplace culture.
• Professional growth opportunities across multiple business functions.
• Stable organization with a strong focus on teamwork, service, and professional development.

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Salary Information

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Compensation for the successful candidate will be determined by our client and may vary based on several factors, including local market conditions, geographic location, and job-related qualifications such as knowledge, skills, experience, education, and credentials.

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Expected salary range: $50,000.00 – $60,000.00 annually.

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