Executive Assistant To The General Management

Description:

The Maison de la chanson et de la musique du Québec (MCMQ) will open its doors in 2027 in Montreal's Quartier Latin, at the Bibliothèque Saint-Sulpice. In preparation for this exciting cultural project, MCMQ is recruiting an Executive Assistant to provide high-level administrative support to the General Management. This role offers a unique opportunity to contribute to the establishment of this major cultural institution.

The successful candidate will report to the General Management and be responsible for managing the agenda, priorities, and strategic files. They will organize meetings, including board meetings and committees, prepare agendas and documentation, take meeting minutes, and follow up on action items. The role also involves coordinating transversal projects and acting as a key point of contact for internal and external stakeholders. This is a pivotal position to ensure smooth operations and promote the organization’s development.

Key Responsibilities:

• Manage executive secretarial tasks for the General Management, including calendar, correspondence, calls, reservations, etc.

• Organize meetings (including board of directors and committees), ensure logistics, prepare agendas and documentation, attend meetings, take minutes, and ensure follow-up actions.

• Serve as a liaison between management and stakeholders, coordinating certain projects when necessary.

• Produce, review, and format professional documents such as meeting minutes, reports, presentations, and official communications.

• Provide administrative support to the finance and administration departments, including basic bookkeeping tasks (expense reports, supplier payments, etc.).

• Oversee the smooth operation of the office and manage suppliers.

• Maintain effective filing systems.

• Conduct research, compile data, and produce analytical reports.

• Undertake additional responsibilities as projects evolve.

Key Challenges:

• Building from the ground up: Contribute to the creation of a major cultural institution, collaborating with existing partners.

• Real impact: Participate in shaping the structure, positioning, and reputation of MCMQ even before its official opening.

• A dynamic and supportive work environment: Join a collaborative, knowledge-sharing, and collective intelligence-driven culture.

Profile Sought:

• A combination of relevant education and experience, particularly in administrative support roles within cultural institutions.

• Proficiency in digital tools (office software, collaboration platforms, etc.).

• Excellent command of French and strong writing skills; good knowledge of English.

• Knowledge of the cultural sector and non-profit organizations (an asset).

• Intellectual curiosity, diplomacy, rigor, and discretion.

• Strong organizational, relational, and collaborative skills.

• Good judgment, autonomy, and the ability to navigate ambiguity in a complex environment.

• Integrity and professional ethics.

Terms and Conditions:

• Permanent, full-time position.

• Start date as soon as possible.

• Competitive salary scale and vacation policy to be discussed during initial conversations.

• Flexible working hours and hybrid work environment.

• Professional development plan.

• Benefits, including RRSP and collective insurance, are currently being implemented.

• MCMQ strives to be an employer of choice, promoting a responsible and ethical approach to human resources management.

About MCMQ:
The Maison de la chanson et de la musique du Québec (MCMQ) will open in 2027 at the Bibliothèque Saint-Sulpice on Saint-Denis Street in Montreal. Supported by the Government of Quebec and the Ministry of Culture and Communications, the project is being carried out in partnership with Bibliothèque et Archives nationales du Québec. The MCMQ will be located in the heart of the Quartier Latin, near other cultural institutions.

MCMQ will serve as a bridge between generations, artists, and the public, celebrating Quebec’s rich music and song heritage. The institution will blend heritage with cutting-edge technologies, offering unique musical experiences and a space for discovery, encounters, and sharing. It will aim to increase the visibility of Quebec’s musical treasures and inspire future generations of Québécois.