Executive Administrator Jobs in Quebec (NOW HIRING)

The Operations Administration Lead will serve as a strategic partner to LawZero's executive leadership team and play a central role in supporting the organization's operations. The successful candidate will also work closely with Professor Yoshua Bengio's office at Mila (the Quebec Artificial Intelligence Institute) to coordinate the administrative activities associated with his role as Co-Chair of LawZero. In this role, you will be expected to quickly understand the context and priorities behind incoming requests, facilitate the flow of information across teams, and establish efficient processes to ensure the smooth day-to-day coordination of the executive leadership team's activities.

Key responsibilities

1. Operations and Administrative Task Management

• Email Management: Manage email inboxes dedicated to LawZero; analyze, sort, and prioritize incoming messages to ensure that critical opportunities and strategic matters are addressed promptly.
• Email and Calendar Coordination: Proactively translate email requests into concrete actions on the calendar, anticipating logistical needs and the preparation time required for members of the executive team.

2. Inter-entity Liaison and Operational Synergy

• Operational Liaison: Act as a bridge between the LawZero team, the team at the main office of Co-President Yoshua Bengio in Mila, and other entities as needed, to better align internal communication and collaboration.
• Proactive Communication of Priorities: Extract and forward relevant calendar and travel information to the LawZero executive team to optimize strategic opportunities.

3. Strategic and Logistical Travel Planning

• Advance planning: Ensure that LawZero's priorities are incorporated from the initial stage of modeling the overall calendar and during the planning of international travel (a proactive rather than reactive approach).
• Support for triage: Develop a protocol for triaging requests, in collaboration with Yoshua Bengio's office team, to approve, decline, or delegate invitations and opportunities for all members of LawZero's executive team.
• Budget tracking: Coordinate travel logistics, including the preparation and reconciliation of expense reports related to executive travel.

4. Optimization and Special Projects

• Continuous Improvement: Analyze, propose, and implement tools or templates to automate and standardize document management and administrative follow-ups.
• Ad Hoc Project Management: Take charge of coordinating one-time internal events, strategic meetings, or special projects related to LawZero's operational development.

Skills and qualifications

• Experience: 2 to 5 years of experience in executive support or managing complex administrative operations, ideally in a multi-entity environment (connected ecosystems, matrix structures, or service firms).
• High-Volume Email Management: Demonstrated ability to manage massive email flows, distill key points, and draft responses independently.
• Interpersonal Skills: A professional, advisory-oriented approach, a high degree of discretion, and the ability to interact diplomatically with a diverse range of partners and stakeholders.
• Collaboration: A natural ability to collaborate effectively with different teams, manage varied priorities, and maintain positive relationships.
• Organizational Skills and Structure: An analytical and rigorous mindset, focused on solutions, with a passion for optimizing evolving processes and anticipating logistical needs.
• Bilingualism: Flawless command of French and English, both spoken and written, as the majority of daily communications take place on an international scale.

Why this role is unique

This role goes beyond simple administrative management to become a true strategic driver. You will act as a key liaison, ensuring a smooth flow between management priorities, our partners' requirements, and our co-president's commitments. Your mission is to organize our day-to-day operations, anticipate logistical needs, and ensure that the executive team can focus its efforts on high-impact mission objectives, while guaranteeing the consistency and quality of our operations on an international scale.

What we offer

• The opportunity to contribute to a unique mission with a major impact
• Comprehensive health benefits
• A minimum of 20 days vacation per year upon start
• A minimum retirement savings employer contribution of 4%
• Generous flexible benefits designed to contribute to your well-being
• A team of passionate experts in their field
• A collaborative and inclusive work environment with offices in the heart of Little Italy, in the trendy Mile-Ex district, close to public transportation.