Executive Assistant

Description:

Groupe Océan, a leader in the Canadian maritime industry since 1972, is currently seeking a Bilingual Executive Assistant to support the Executive Vice President – Corporate Affairs & Partnerships and provide additional administrative support to the Talent & Culture team. This vital position also plays a key role in ensuring linguistic compliance across all internal and external communications.

This opportunity is ideal for a seasoned administrative professional with strong bilingual (French and English) capabilities and a passion for organization, precision, and coordination in a dynamic, maritime-centered environment located in the heart of Quebec’s Old Port.

Key Responsibilities:

• Provide comprehensive administrative support to the EVP – Corporate Affairs & Partnerships (EVP-CAP) and their team.

• Manage and maintain the EVP-CAP’s calendar, appointments, and meetings.

• Draft and record meeting minutes involving the EVP-CAP.

• Prepare and submit expense reports on behalf of the EVP-CAP.

• Code invoices and monitor the EVP-CAP departmental budget.

• Ensure linguistic conformity and branding consistency for all organizational communications; translate documents between French and English.

• Update and manage corporate documents such as bios, technical sheets, CVs, project files, and PowerPoint presentations.

• Maintain internal reference documents (e.g., legal entities, leases, maritime lexicons, certifications).

• Format and proofread collective agreements and internal HR-related documentation.

• Coordinate internal and external meetings and make necessary reservations.

• Organize travel arrangements for the EVP-CAP and other Corporate Affairs & Talent team members.

• Manage the calendar of external events and distribute it internally for participant validation.

• Welcome guests and occasionally support reception desk duties.

• Participate in and support the organization’s Health, Safety & Environmental Management System activities.

Candidate Profile – Required Skills & Qualifications:

• Education: College diploma in office administration, secretarial studies, or other relevant training.

• Experience: Minimum of 5 years in a similar executive assistant or senior administrative support role.

• Technical Skills: Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).

• Languages: Must be fully bilingual in French and English, with strong written and spoken proficiency in both.

• Additional Skills: Strong ability to translate between French and English, excellent organizational skills, attention to detail, and a proactive mindset.

Why Join Groupe Océan?

• Permanent full-time role (37.5 hours/week)

• Paid holidays during the festive season and advance vacation weeks from day one

• Comprehensive group insurance plan (medical, dental, vision)

• Employee Assistance Program (free for entire family)

• Employer-contributed pension plan

• Annual bonus program

• Telework flexibility

• Career advancement opportunities

• All equipment provided

• Active social club and company events

• Relocation support available

• Scenic maritime work environment in the Old Port of Quebec

About the Company:

Founded in 1972, Groupe Océan is a vibrant, inspiring, and growing maritime company. A recognized leader in Canada’s maritime industry, the company prides itself on innovation, operational excellence, and a strong commitment to safety and environmental responsibility. With a diverse and passionate workforce, Groupe Océan continues to shape the future of maritime services including port towing, marine works, shipbuilding, and repair.