Position Details: Full Time, Permanent(Vacant)

Desired start date: June 8, 2026

Work location: Montreal Office

Taking care of our environment has never been more important than it is today. The Nature Conservancy of Canada (NCC) is looking for a Executive Assistant to join a team committed to protecting our most important natural areas and the plants and animals they sustain.

NCC is the nation’s leading not-for-profit, private land conservation organization, working to protect our most important natural areas and the species they sustain. Since 1962, we have brought people together to conserve and restore more than 20 million hectares across Canada. NCC takes a collaborative, evidence-based approach to achieve conservation success for the sake of nature and Canadians. With a national office in Toronto and seven regional offices across the country, NCC delivers results you can walk on.

NCC recognizes that we work on lands that have long been cared for by Indigenous Peoples under their own laws and knowledge systems. We are committed to transforming how we do our work, advancing Reconciliation through conservation, and working with Indigenous Peoples in meaningful, respectful, and supportive ways.

Job Description

The Executive Assistant is mainly operational/administrative and provides administrative support to the Quebec Regional Vice-president, the middle managers team and the Regional Board of Directors.

The Executive Assistant will manage calendars, appointments, travel arrangements, financial reconciliations and reimbursements and assist with general administration as needed. The Executive Assistant will respond to emails and other correspondence on behalf of the Regional Vice-president when appropriate; he or she will also plan and manage two offsite all staff gatherings annually. The Executive Assistant will support the Quebec Regional Board of Directors by acting as a liaison between board members and the regional office, by organizing board and committee meetings annually, recording and distributing meeting minutes, assisting with board recruitment, and keeping all board member information up to date and accurate.

The position will support the key members of the management team with their administrative duties and increase their ability to focus on delivering fundraising and conservation deliverables.

The Executive Assistant ensures the smooth running of the Montreal office, taking care of reception, mail, voicemail, office supplies and equipment. He/she is the point of contact with the office's building management company, communicates with service providers and liaises with the head office to welcome new employees and IT staff.

Responsibilities

• Manage calendars, appointments, travel arrangements, financial reconciliations and reimbursements for immediate supervisor.
• Manage the region's IT, furniture and office equipment needs as required;
• Manage records for the Administrative Department page on the region's intranet and maintain an up-to-date list of employees;
• Organize and plan meetings/events/travel with minimal instruction;
• Revise, format and write standard outgoing letters;
• Coordinate meetings and send documentation for presentation to Boards of Directors.
• Responsible for keeping records of all Board activities and drafting minutes of all Regional Advisory Board meetings;
• Receive and process mail and postal items;
• Be the first point of contact for visitors or callers to the office;
• Ensure the efficiency and good order of the office and act as liaison with the office building management company;
• Maintain inventory of equipment and materials and communicate with service providers;
• Liaise with head office on new employee induction and information technology;
• Prepare new employee on-boarding and assist in the integration of new employees in the region;

Skills required

• Proficiency in Microsoft Office products and ability to learn new software;
• Excellent written and verbal communication skills, bilingualism essential, impeccable writing skills in French;
• Ability to maintain good working relationships with CNC staff at regional and national levels, as well as with external clients;
• Proactivity - able to anticipate and plan for future needs;
• Organizational skills;
• Ability to work independently and as part of a team;

Education required: Technical studies in administration or law.

Application Deadline

May 11, 2026 | 11:59pm EST, 9:59pm Mountain Time, 8:59pm Pacific Time, 10:50pm CST, 00:59 am +1 AST

At NCC, we're committed to providing a healthy, safe, barrier free and inclusive, workplace, where respect and diversity are recognized assets. We strive for bold conservation achievements in which equity, diversity and inclusion (EDI) are the norm. We welcome applications from racialized persons/visible minorities, women, Indigenous persons, persons with disabilities, ethnic minorities, and persons of minority sexual orientations and gender identities, as well as from all qualified candidates with the skills and knowledge to productively engage with diverse communities. NCC implements an employment equity program and encourages members of designated groups to self-identify.

Accommodations are available on request for candidates taking part in all aspects of the selection process. For a confidential inquiry, contact us by email at hr@natureconservancy.ca to make any required arrangements. If you have questions regarding accessible employment at NCC, please email us at hr@natureconservancy.ca.