Executive Assistant

Mandate : To assist General Management in its day-to-day responsibilities by providing quality administrative support, helping it to set priorities and organize its working days. 


  • Organize and operate the secretariat 
  • Email and social media management
  • Diary management and appointment making
  • Organization of presidential travel in Canada and abroad
  • Organization of physical or virtual meetings, rental of meeting rooms
  • Relations with suppliers of goods and services
  • Help maintain good relationships with partners
  • Verification and validation of expense accounts and timesheets 
  • Management of compliance with delivery dates from various suppliers of goods and services as well as the compliance of their invoices
  • Writing meeting minutes, memos and various administrative documents
  • Analysis of certain documents and preparation of research reports
  • Monitoring of decisions made and decision-making processes
  • Storage and classification of documents
  • Supervision of administrative staff
  • Assist in the recruitment of additional resources to the presidential office and according to the needs of the organization
  • Liaison with teams across Canada and internationally
  • Liaison with various departments as needed
  • All other related tasks

Desired qualities 

  • Bachelor in communication or Diploma of Vocational Studies (DVS) in secretarial or related field
  • Bilingualism (excellent French and English)
  • Experience in project management.
  • Be extremely organized
  • Have at least 3 years of experience
  • Ability to set priorities 
  • Ability to analyze and synthesize
  • Stress management
  • Organizational skills
  • Spirit of initiative
  • Respect for confidentiality
  • Proficiency in the latest IT tools




  • Full-time job
  • Possibility to also work remotely
  • Two weeks’ vacation after 1st year
  • Respect for official statutory holidays in Quebec and the rest of Canada, and time off during the holiday season
  • Group insurance program


In January 2006, Fabienne Colas, Émile Castonguay and Réal Barnabé founded the Fabienne Colas Foundation (FFC), a not-for-profit cultural organization dedicated to the advancement of education through the arts, and to supporting the creation, production, promotion and dissemination of film, arts and culture, particularly in Black communities. To fulfill its mission, the Foundation has set up 12 festivals and programs aimed at breaking down barriers, celebrating diversity, and fostering conviviality, understanding and inclusion. Since its inception in 2006, these initiatives/festivals have presented and supported over 5,000 artists and attracted millions of festival-goers in Canada, the United States, Haiti and Brazil. The Foundation primarily promotes Black culture in Montreal, Toronto, Halifax, Ottawa, Calgary, Vancouver, New York City and Salvador de Bahia (Brazil); and Quebec culture in Port-au-Prince. The Foundation is also behind the FFC’s Être Noir.e au Canada / Being Black in Canada program, the largest Canadian audio-visual incubator dedicated to Black filmmakers.

In February 2022, the FFC, with $3 million in support from the Government of Canada’s Ecosystem Fund, announced the launch of the Festwave Institute, a national, full-spectrum institute to support underserved Black entrepreneurs in the film and television industry through entrepreneurship training and skills building to enable them to seize new opportunities in the film and television industry. The Festwave Institute will work with the industry to complement existing training offerings to help create a more inclusive and equitable film and TV industry.

Fabienne Colas heads the Foundation as CEO. She leads a team of close to a hundred dedicated collaborators (both employees and freelancers). To increase the efficiency of her efforts, she needs someone to help her maximize their impact.