Administrative Assistant (Full Time)

The Administrative Assistant role is an exciting and new role at Whale Seeker. In this role, you will be responsible for helping organize our executive team, coordinating events, handling admin tasks, bookkeeping and reporting for various projects . This role requires someone super organized and proactive with a passion for wildlife conservation and technology.

This position will focus on providing administrative and secretarial support. You will combine versatile administrative responsibilities with the proactive coordination of operational activities. Being part of our start-up, this role will require a positive, solutions-oriented individual who can operate with autonomy and discipline. As our Administrative Assistant, you will be one of the key players to insert a bit of routine into the startup world of Whale Seeker. 

1. Email and Calendar Management:

• Manage and prioritize emails for CEOs and CTO, ensuring timely responses

• Coordinate and schedule meetings and appointments. ​

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2. Bookkeeping and Invoicing:

• Support invoicing, payment tracking, and expense recording.

• Maintain accurate financial records and assist with budgeting and forecasting. 

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3.Report Writing:

• Prepare, format, and organize reports for internal and external use.

• Ensure accuracy and consistency in all reporting tasks. 

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4. Documentation and Data Management:

• Assist in maintaining databases related to clients, contacts, and projects.

• Ensure accurate data entry and management. 

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5.Meeting Coordination:

• Schedule and coordinate internal and external meetings, send invitations, and prepare agendas. 

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6.Administrative Support:

• Provide general office support, including document management and filing.

• Draft emails and other communications on behalf of executives.

• Formal education in a relevant area.

• Proficient in both English and French (written and verbal).

• Proven experience as an executive assistant or similar role.

• Strong organizational and multitasking skills.

• Proficient in Microsoft Office Suite / Google Workspace / Zoho.

• Ability to work independently and maintain high productivity.

• Demonstrated ability to maintain confidentiality and professionalism.

• Passion for environmental conservation/oceans and sustainability is a must.

Location: Montreal or Rimouski, QC

We expect 35 hours of dedicated work, with fl exibility in regular hours depending on individual needs. Responsiveness on our Slack channels is essential for contributing to team projects and goals. In-person presence in our offi ce in Montreal may be required based on team, project and client needs (hybrid role).

• Competitive salary and stock option plan.

• Generous health benefits with access to telemedicine.

• Opportunity to work with industry leaders in environmental conservation.

• Engaging and collaborative work environment.

• Support for professional development and growth.

• Flexible work schedule to help you achieve work-life balance.

• Offices are closed for the holidays and we are currently trialing summer hours